Executive Assistant

Job Description

Job Description

We are looking for a dedicated and detail-oriented Executive Assistant to join our non-profit organization in Neptune, New Jersey. This role is a Contract-to-permanent position, providing direct support to the President and Vice President of Finance and Administration while also acting as a liaison to the Board of Trustees. The ideal candidate will thrive in a dynamic environment where administrative excellence and organizational skills are key to supporting leadership and advancing the organization’s mission.

Responsibilities:
• Manage meeting logistics, including agenda preparation, presentation creation, note-taking, action item distribution, and arranging food, beverages, and videoconferencing as needed.
• Oversee complex calendar management for the executive team, scheduling appointments, coordinating travel, and preparing briefing documents for meetings.
• Serve as the Board Liaison, handling portal management, meeting coordination, documentation tracking, budget planning, logistics, and expense processing.
• Organize and coordinate offsite events such as fundraising functions, staff training programs, and employee appreciation activities.
• Arrange travel plans for conferences and leadership events, and reconcile monthly credit card and travel expenses for executives.
• Collaborate with senior leadership to ensure smooth day-to-day office operations.
• Provide administrative assistance for HR processes such as onboarding, offboarding, and recruitment.
• Support organizational initiatives by coordinating monthly Town Hall presentations, maintaining digital file systems, conducting research, and managing projects as assigned.
• Utilize various software tools including ADP, Cisco Webex, Concur, and CRM systems to enhance workflow efficiency.• Proven experience in executive administrative support, preferably within a non-profit or similar organization.
• Proficiency in software tools such as ADP, Concur, Cisco Webex, CRM systems, and Microsoft PowerPoint.
• Strong organizational skills with the ability to manage complex calendars and prioritize multiple tasks effectively.
• Excellent written and verbal communication skills, including the ability to draft correspondence and prepare presentations.
• High level of discretion and ability to handle confidential information.
• Familiarity with HR processes such as onboarding and recruitment is preferred.
• Ability to coordinate and manage logistics for meetings, events, and travel.
• Collaborative mindset with a proactive approach to problem-solving and team support.