Temporary Executive Support Assistant

Bergen Volunteer Medical Initiative; Hackensack (NJ); On-site; USD 32,000 - 34,000; Part time

Job summary

BVMI in Hackensack, NJ seeks a Temporary Executive Support Assistant to backfill the President/CEO's office for about four months. In this in-person role, you'll support the CEO, coordinate governance activities, and act as a liaison with the Board of Trustees.

The ideal candidate has 3+ years of executive-support experience, nonprofit or healthcare background preferred, strong MS Office and Google Workspace skills, and the ability to manage calendars, meetings, and donor communications with

Qualifications

• 3+ years supporting executive-level leadership; nonprofit or healthcare experience strongly preferred.
• Strong Microsoft Office and Google Workspace skills; comfortable running Zoom independently
• Excellent writing skills, particularly for formal minutes and correspondence
• High discretion with confidential board and donor information
• Able to work independently and pick up an existing workflow quickly given the short assignment length

Responsibilities

• Governance & Board Relations: Coordinate logistics for Board of Trustees and Committee meetings, including scheduling and virtual platform setup; Prepare agendas, compile board packets, and record accurate meeting minutes; Maintain the Board of Trustees roster and governance contact information.
• Administrative & Executive Support: Manage the CEO's calendar, resolving conflicts and prioritizing key engagements; Maintain the President/CEO's LinkedIn presence during the coverage period; Set up and run Zoom/virtual meetings for a smooth participant experience; Assist in organizing information for annual financial audits and internal reviews.
• Development & Donor Stewardship: Support donor 'thank you' mailings and other stewardship touchpoints; Assist with special projects as needed

Skills

Microsoft Office

Google Workspace

Zoom

Minutes writing

Discretion

Independent worker

Job description

Title: Temporary Executive Support Assistant

Reports to: President/CEO

Department: Administration

Status: Non-Exempt, Part-Time (20 hours/week), Temporary

Duration: Approximately 4-month assignment

Pay Rate: $23–$25/hour

Location: Hackensack, NJ (in-person)

Start Date: Approximately 4 weeks out

Position Summary:

BVMI is seeking a Temporary Executive Support Assistant for an approximately 4-month assignment providing coverage for our Executive Assistant to the President/CEO during a leave of absence. This role provides administrative support to the CEO and serves as a key point of contact for the Board of Trustees. The ideal candidate is a discreet, organized self-starter who can step into an established governance and donor-support workflow with minimal ramp‑up time.

Key Responsibilities:

Governance & Board Relations

• Coordinate logistics for Board of Trustees and Committee meetings, including scheduling and virtual platform setup


• Prepare agendas, compile board packets, and record accurate meeting minutes


• Maintain the Board of Trustees roster and governance contact information

Administrative & Executive Support

• Manage the CEO's calendar, resolving conflicts and prioritizing key engagements


• Maintain the President/CEO's LinkedIn presence during the coverage period


• Set up and run Zoom/virtual meetings for a smooth participant experience


• Assist in organizing information for annual financial audits and internal reviews

Development & Donor Stewardship

• Support donor \"thank you\" mailings and other stewardship touchpoints


• Assist with special projects as needed

Qualifications:

• 3+ years supporting executive-level leadership; nonprofit or healthcare experience strongly preferred


• Strong Microsoft Office and Google Workspace skills; comfortable running Zoom independently


• Excellent writing skills, particularly for formal minutes and correspondence


• High discretion with confidential board and donor information


• Able to work independently and pick up an existing workflow quickly given the short assignment length

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any additional duties or other job-related duties as requested by their supervisor. This document does not create an employee contract, implied or otherwise, other than at‑will employment.