Executive Administrative Assistant
18 days ago
Trenton
Job DescriptionPosition 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 stakeholdersEvent 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 planningTechnology & 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 protocolsFinancial & 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 reviewsOffice & Operational Support, • Coordinate office supplies, vendor relationships, and facility needs, • Support internal communications and organizational announcements, • Assist with special projects and cross-departmental initiativesData 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 platformsQualifications, • 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 4mXWTV91DR