Executive Assistant to the Executive Director

Executive Assistant To The Executive Director – Job Description

United Community Corporation (UCC) is a comprehensive, community-based nonprofit organization dedicated to improving and stabilizing the quality of life for individuals and families in Newark, New Jersey. UCC delivers a broad range of social, educational, recreational, and developmental services designed to support self-sufficiency, dignity, and long-term stability.

• Free food and clothing pantry services.
• Case management and supportive counseling for emergency shelter residents.
• Housing stabilization and rental assistance.
• Summer day camp and after-school youth programs.
• Senior services, including recreation and health and wellness education.
• Job preparation and vocational training, including computer skills.
• Advocacy and referral services.

The Executive Administrative Assistant provides high-level administrative, logistical, and coordination support to the Executive Director of United Community Corporation. This role serves as a key conduit between the Executive Director and staff, Board members, visitors, and external stakeholders. The Executive Assistant is responsible for managing communications, maintaining documentation, supporting governance activities, and ensuring smooth daily operations of the Executive Director’s office.

This position requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced nonprofit environment. Individual accountabilities and workload expectations will be established through annual Success Objectives aligned with organizational goals. This role offers unique visibility into agency-wide operations and presents a strong opportunity for professional growth within a growing nonprofit organization.

• Provide comprehensive administrative support to the Executive Director, including management of a highly active calendar, screening visitors and calls, preparing expense reports, and managing signature workflows.
• Draft, edit, and prepare correspondence, reports, and materials, including confidential communications.
• Coordinate complex travel arrangements, itineraries, agendas, and briefing materials for meetings and external engagements.
• Anticipate, identify, and proactively resolve scheduling or logistical challenges to ensure the most strategic use of the Executive Director’s time.
• Coordinate all meetings for the Executive Director and routine staff meetings, including scheduling, preparation of materials, and follow-up on action items.
• Order refreshments for meetings as needed and ensure accommodation of dietary restrictions.
• Set up conference rooms, including audio-visual, virtual meeting, and conference call requirements.
• Keep the Executive Director informed of upcoming commitments, key decisions, office needs, and staff-related matters.

• Provide administrative support to the Board of Directors and Board Committees, including maintaining rosters, coordinating meetings, preparing agendas, collecting materials, and ensuring timely distribution of board packets.
• Attend monthly Board meetings as needed to provide coordination support and assist with collection and distribution of meeting minutes.
• Prepare, maintain, and organize Board records and governance documentation in accordance with organizational policies.

• Coordinate Executive quarterly meetings with program departments and monthly meetings with program directors.
• Serve as a communication bridge between the Executive Director and internal departments, fostering effective, respectful, and empathetic communication.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Director.
• Lead staff appreciation efforts, including tracking birthdays, years of service, and other staff milestones.
• Adhere to professional standards and organizational policies in all interactions.

• Answer incoming calls, welcome visitors, respond to routine inquiries, and represent the Office of the Executive Director…