NJAC is hiring: Executive Administrative Assistant in Trenton

Overview

Position: Executive Administrative Assistant for a mission-driven nonprofit. Provides high-level administrative, operational, and technological support to the Executive Director. Ensures smooth executive operations, coordinates events, and leverages technology to enhance communication, scheduling, and data management.

Responsibilities

• Executive Support: Manage the Executive Director’s calendar, schedule meetings, and coordinate travel using digital tools (Outlook, Google Calendar); draft, edit, and format correspondence, reports, presentations, and board materials; handle confidential information with discretion; 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 (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 (OneDrive, Google Workspace); use project management tools (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 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 $45,000-$52,000
• Comprehensive health insurance
• Paid time off and holidays
• Retirement plan with employer match