Executive Administrative Assistant

New Jersey Association on Correction
Trenton, NJ
Position Summary: The Executive Administrative Assistant provides high-level administrative, operational, and technological support to the Executive Director of a mission-driven nonprofit. This role is essential in ensuring smooth executive operations, coordinating organizational events, and leveraging technology to enhance communication, scheduling, and data management. Key Responsibilities:
Executive Support
  • Manage the Executive Director’s calendar, schedule meetings, and coordinate travel using digital tools (e.g., Outlook, Google Calendar)
  • Draft, edit, and format correspondence, reports, presentations, and board materials
  • Handle confidential information with discretion and professionalism
  • Serve as a point of contact for internal and external stakeholders
Event Planning & Coordination
  • Plan and execute organizational events including fundraisers, board meetings, staff retreats, and community outreach programs
  • Coordinate logistics such as venue booking, catering, invitations, registration, and technology setup (e.g., Zoom, Teams, AV equipment)
  • Collaborate with communications and development teams to support event promotion and donor engagement
  • Track event budgets and ensure cost-effective planning
Technology & Systems Management
  • Maintain digital filing systems and shared drives (e.g., OneDrive, Google Workspace)
  • Use project management tools (e.g., Trello, Asana, Monday.com) to track tasks and deadlines
  • Support virtual meetings and webinars, including setup, troubleshooting, and follow-up
  • Assist with data entry and reporting using CRM systems
Board & Committee Support
  • Schedule and prepare materials for board and committee meetings
  • Record and distribute meeting minutes; track follow-up actions
  • Maintain board records and ensure compliance with governance protocols
Financial & Grant Administration
  • Assist with budget tracking, invoice processing, and expense reports
  • Support grant documentation, reporting deadlines, and funder communications
  • Maintain organized records for audits and compliance reviews
Office & Operational Support
  • Coordinate office supplies, vendor relationships, and facility needs
  • Support internal communications and organizational announcements
  • Assist with special projects and cross-departmental initiatives
Data Tracking & Reporting
  • Develop and maintain tracking systems for organizational metrics, including event attendance, donor engagement, and operational performance
  • Generate regular reports using spreadsheets, dashboards, and CRM tools to support strategic decision-making
  • Monitor key performance indicators (KPIs) and assist in identifying trends and areas for improvement
  • Collaborate with departments to gather and analyze data for grant reporting and board presentations
  • Ensure data accuracy and integrity across platforms
Qualifications
  • Associate or Bachelor’s degree in Business Administration, Nonprofit Management, or related field
  • 3+ years of experience in executive-level administrative support, preferably in the nonprofit sector
  • Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms
  • Experience with event planning and project coordination
  • Familiarity with CRM systems and nonprofit operations is a plus
  • Excellent written and verbal communication skills
  • Strong organizational and time-management abilities
  • Ability to manage sensitive information with integrity and confidentiality:
Compensation & Benefits 
  • Salary range $45000-$52000
  • Comprehensive health insurance
  • Paid time off and holidays
  • Retirement plan with employer match

Posted 2025-09-19

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