Barnegat, New Jersey
Reporting directly to the Executive Director (ED), the Administrative Assistant provides administrative support in a one-on-one working relationship. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director. The Administrative Assistant organizes and coordinates and manages external relations efforts. The Administrative Assistant must be creative and enjoy working within a small work environment that is mission-driven, results driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety
of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Responsibilities for the Administrative Assistant include but are not limited to:
• Acts as the single point of reference for information regarding operations, programs and services.
• Answers, screens, and forwards calls, as well as other forms of correspondence; assures calls are
transferred to the appropriate staff member.
• Completes a broad variety of administrative tasks for the Executive Director including: managing an active calendar of appointments; composing and preparing correspondence that is sometimes
confidential; arranging meeting agendas; preparing monthly and quarterly reports.
• Plans, coordinates and ensures the ED’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating direct access to the ED’s time and office.
• Able to communicate directly, and on behalf of the ED, with Board members, donors and others, on matters related to programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED,
including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the ED’s office and internal programs;
demonstrating leadership to maintain credibility, trust and support with management staff.
• Works closely and effectively with the ED to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the ED updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the ED, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Able to serve as the ED’s administrative liaison to Board of Directors. Plans and organizes monthly board meetings, agendas and member packets.
• Prepares and distributes monthly board meeting minutes.
• Maintains discretion and confidentiality in relationships with all board members.
• Must have a pleasant personality with exceptional customer service skills.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Must have experience using standard office equipment (scanner, copier, fax, printer) .
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Must possess a valid NJ Driver’s License; occasional driving required .
• Ability to lift up to 30 lbs. to include bending, stocking and packing.
• Bi-lingual, a plus
• Bachelor’s degree preferred; experience supporting senior level executives, preferably in a non-profit organization.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social
Media web platforms.
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