Executive Administrative Assistant
Trenton, NJ
Full Time
General Management
Experienced
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
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
- 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
- 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
- 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
- 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
- Coordinate office supplies, vendor relationships, and facility needs
- Support internal communications and organizational announcements
- Assist with special projects and cross-departmental initiatives
- 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
- 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:
- Salary range $45000-$52000
- Comprehensive health insurance
- Paid time off and holidays
- Retirement plan with employer match
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