Executive Assistant

Job Title: Executive Assistant
Location: Newark, NJ

Type: Contract To Hire
Compensation: $24.87 hourly
Contractor Work Model: Onsite
Hours: Mon–Fri, 5:30 AM – 2:00 PM (occasional evenings/weekends required)
Supervises: Administrative Assistants (3)

Summary

The Executive Assistant supports the CEO in managing and administering two locations while ensuring effective organizational operations. This role oversees administrative staff, record maintenance, and overall organizational needs to promote efficiency and compliance.

General Expectations

• Act as a professional role model within and outside the agency.

• Maintain a positive and respectful attitude.

• Demonstrate strong time management and prioritization skills.

• Consistently arrive on time and prepared for duties.

• Perform responsibilities as workload requires.

• Adhere to and promote the organization’s compliance program.

Key Responsibilities

• Support CEO and COO in organizational change management and productivity initiatives.

• Foster creative thinking and collaboration among Directors and staff.

• Supervise and coach Administrative Assistant team; set goals, conduct performance reviews, and oversee hiring/training.

• Maintain and update organizational policies, operations, and procedures.

• Oversee state and federal licensing and accreditation (NJ DOH, DEA, CDS, CARF).

• Coordinate Board of Trustees meetings and compliance meetings.

• Manage CEO and COO’s calendars, communications, and confidential documents.

• Assist with grant writing, reporting, and compliance (applications, proposals, vouchers, modifications).

• Oversee facilities, equipment, courier system, and office supply management.

• Manage grievance investigations in collaboration with Clinical Services.

• Coordinate zoning/planning board hearings as needed.

• Prepare organizational documents, reports, and correspondence using Microsoft and Google Suite.

• Perform additional duties as assigned.

Required Qualifications

• 3+ years supporting C-level executives (preferred) OR 5+ years Executive Assistant experience.

• 2+ years people management experience.

• 2+ years grant writing/management experience.

• 3+ years non-profit/public organization experience (preferred).

• Bachelor’s degree in Business, Finance, or Public Administration.

• Proficiency in Microsoft Office and Google Suite.

• Experience with SMART Netalytics (preferred).

• Strong written and verbal communication skills.

System One, and its subsidiaries including Joulé, ALTA IT Services, and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

#M1

Ref: #562-Joule Staffing - Edison