RPStaffing is conducting an immediate search for the long-term contract Administrative Assistant supporting the Executive Director of a nonprofit based in Westwood, New Jersey.
Candidates must be currently living in the Westwood New Jersey area
Title: Administrative Assistant
Search Status: Long-term Temporary Contract
Timeframe: Immediate Start / 3-6 months with the possibility of extension
Location: Westwood, New Jersey (Onsite)
Reports to: Executive Director
Hours: 25-30 hours per week on a regular basis / 40 hours per week depending on special projects
Schedule: Monday - Thursday
Healthcare: None
RESPONSIBILITIES:
Administrative Duties: The Administrative Assistant supports the Executive Director with day-to-day administrative support including:
- Maintain the Executive Director's calendar
- Assist with organizational oversight and accountability by maintaining up-to-date personnel files in compliance
- Answer phone calls
- Assist with grant applications and reporting
- Respond to inquiries received in the general admin email address and forward them to appropriate staff members
- Sort mail correspondence and relay pertinent information to appropriate team members
- Submit purchase orders for office supplies and any other items needed to ensure the organization's day-to-day functioning
- Collaborate with staff on campaigns and efforts that promote the organization, including fundraising events.
Meeting Support: The Administrative Assistant supports the planning and logistics of meetings, including:
- Plan and schedule appointments, meetings, travel, catering, and retreats
- Serve as a liaison between the board and leadership, coordinate meeting logistics, communications, and take committee meeting notes
- Schedule staff meetings, communicate with staff, prepare materials, agendas, meeting reminders and transcribe and distribute notes
Communicate and Collaborate: The Administrative Assistant communicates regularly with staff, Board members, and external partners, including:
- Cultivate relationships with external stakeholders and their administrative support
- Draft, gather, or edit correspondence, letters, emails, and other documents on behalf of leadership
- Receive calls and other correspondence and respond or distribute appropriately
Data and File Management: The Administrative Assistant supports the Executive Director and Board with research and file management, including:
- Conduct research, compile data and information for consideration
- Maintain files, corporate documents, records, and other information of special interest
- Perform routine task such as filing, forwarding and distributing correspondence, and submitting expenses on behalf of leadership and Board
QUALIFICATIONS:
- At least 3 years of related experience as an Administrative Assistant or Executive Assistant
- Technical Skills: proficient in MS Office Suite including Outlook, Excel, Word, and PowerPoint
- Comfortable working directly with senior level executive leaders as well as nonprofit volunteers
- Candidates must be able to work fully onsite in Westwood New Jersey
Equal Opportunity Employer. This description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Benefits, hours, and locations are subject to change. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.