Executive Administrative Assistant Job at New Jersey Association on Correction i

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 $45,000-$52,000
• Comprehensive health insurance
• Paid time off and holidays
• Retirement plan with employer match