Executive Assistant

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Bloomfield, Bloomfield, NJ, US

2 days ago Requisition

Salary: $60,000.00 to $70,000.00 annually

Partnership for Children of Essex is currently seeking a full‑time Executive Assistant.

We are seeking a highly organized, proactive, and trusted Executive Assistant to provide high‑level administrative and strategic support to the Chief Executive Officer, ensuring seamless day‑to‑day operations and advancing organizational priorities.

This role serves as a key partner to the CEO, acting as a central point of coordination across senior leadership, the Board of Trustees, and external stakeholders. The Executive Assistant will manage complex schedules, handle sensitive and confidential information with discretion, and support strategic initiatives that have a direct impact on the organization’s mission and operations.

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing mileage reimbursement reports; composing and preparing correspondence that is sometimes confidential.
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected.
• Communicates directly, and on behalf of the CEO, with Board members, the Department of Child and Families, and others, on matters related to CEO’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication; demonstrates leadership to maintain credibility, trust and support with Senior Management staff.
• Works closely and effectively with and keeps the CEO 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 CEO updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects most of which may have an organizational impact.
• Successfully completes critical aspects of deliverables with a hands‑on approach, including drafting acknowledgement letters, personal correspondence, prioritizing emails, and other tasks that facilitate the CEO’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.
• Conserves CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Welcomes guests by greeting them, in person or on the telephone; answers or directs inquiries.
• Maintains agency confidence and protects operations by keeping information confidential.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Participates in Management Meetings, assigned Committees, Ad Hoc Committees and maintains minutes for all meetings.
• All other duties as assigned.

• Serves as the administrative liaison to PCE’s Board of Trustees.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meeting in electronic/paper format.
• Attends Trustee meetings as requested.
• Attendance at all Board Sub Committee meetings.
• Participates as an adjunct member of the Senior Management Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of Senior Management Team meetings and off‑sites, and all‑staff meetings.

• Edits and completes first drafts for written communications to external stakeholders.

• Works to further the…