Executive Administrative Assistant

Talentify; Elizabeth (NJ); On-site; USD 52,000 - 72,000; Full time

Job summary

New Jersey Reentry Corporation (NJRC) seeks an energetic Executive Administrative Assistant to support the Operations Systems Manager. You will organize calendars, prepare agendas and correspondence, and handle calls and emails with a professional, confidential approach.

The role requires strong organization, detail orientation, and the ability to manage multiple tasks and deadlines across staff at different levels within the nonprofit.

Qualifications

• Bachelor’s degree required in relevant field.
• Experience with administrative support preferred.
• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Experience with Zoom and other virtual meeting platforms preferred.

Responsibilities

• Provide administrative support to the Operations Systems Manager.
• Maintain calendars and schedule meetings and calls.
• Prepare meeting agendas, documents, and correspondence.
• Answer and direct calls and emails as appropriate.
• Take notes and prepare basic meeting minutes when needed.
• Maintain organized electronic and paper files and records.
• Assist with meeting materials and presentations.
• Follow up on routine requests and deadlines.
• Support other operations staff and departments as needed.
• Assist with special administrative projects and maintain confidentiality.

Skills

Communication

Organization

Time management

Attention to detail

Multitasking

Confidentiality

Teamwork

Education

Bachelor’s degree in Business Administration/related field

Tools

Microsoft Office

Google Workspace

Zoom

Job description

New Jersey Reentry Corporation (NJRC), a nonprofit organization with locations throughout New Jersey, seeks an energetic, organized, detail-oriented, and reliable professional to serve as an Executive Administrative Assistant serving the Operations Systems Manager.

Job Summary

The Executive Administrative Assistant provides administrative and clerical support to the Operations Systems Manager and assists with the coordination of daily administrative activities. This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple tasks and deadlines.

The ideal candidate is dependable, proactive, service-oriented, and comfortable working with staff at different levels of the organization.

General Responsibilities

• Provide administrative and clerical support to the Operations Systems Manager.
• Maintain calendars and assist with scheduling meetings, appointments, and conference calls.
• Prepare and organize meeting agendas, documents, reports, memos, letters, and correspondence.
• Answer, screen, and direct telephone calls and emails as appropriate.
• Take meeting notes and prepare basic meeting minutes when needed.
• Maintain organized electronic and paper files and records.
• Assist with preparing and organizing documents and materials for meetings and presentations.
• Follow up with staff regarding routine requests, documents, and deadlines.
• Assist with scheduling and coordinating staff meetings, trainings, and other organizational activities.
• Enter and maintain information in spreadsheets, databases, and other organizational records.
• Assist with routine data collection and preparation of basic reports.
• Provide administrative support to other Operations staff and departments as needed.
• Assist with special administrative projects and assignments.
• Maintain confidentiality of organizational, personnel, and other sensitive information.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree required in Business Administration, Communications, Management, Public Administration, or a related field.
• Previous administrative or office experience preferred.
• Strong proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Experience with Google Workspace, including Google Docs, Google Calendar, and Google Drive.
• Experience with Zoom and other virtual meeting platforms preferred.

Skills and Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Professional and courteous communication style.
• Ability to work independently and as part of a team.
• Strong follow-up skills and reliability.
• Ability to maintain confidentiality and exercise good judgment.
• Ability to work effectively in a fast-paced environment.
• Willingness to learn new software and organizational procedures.

The organization reserves the right to add, modify, or change duties and responsibilities based on organizational needs.

Equal Employment Opportunity

New Jersey Reentry Corporation is an Equal Opportunity Employer. NJRC is committed to providing an inclusive workplace and considers qualified applicants without regard to legally protected characteristics under applicable federal, state, and local laws.