Executive Assistant​/Office Manager

Project Ready is seeking an experienced Executive Assistant/Office Manager (EA/OM) who will provide EA support to Project Ready’s CEO and Leadership Team, and operations support in service to the broader organization. This role reports directly to the organization’s Chief Operating Officer. The EA/OM is a critically important team member; the EA/OM will own and manage email inboxes, schedules, task-completion, back‑office functions, and many other details that will ensure Project Ready’s CEO and Leadership Team can remain laser‑focused on their core responsibilities — running the organization and driving initiatives that serve the needs of the Newark, NJ community.

Obsessed with Details:
Nothing gets past you. You are highly detail‑oriented by nature and have excellent systems for managing and tracking details for yourself and others.

Mission Aligned:
Though you could choose to do this work anywhere, you want to do this work in service to Project Ready’s vision and mission. Ideally, you live in Newark, NJ, are familiar with Newark, and/or have demonstrated your commitment to this community.

Flexible:
While you expertly implement and run structured systems and processes, you know how to strike a balance between rigidity and flexibility. You don’t get easily frustrated by priorities changing. When others interact with your systems (e.g. your system for scheduling with others), you are open to feedback and able to adjust to different preferences and working styles.

A Self‑Starter:
You take initiative. You are highly independent and can excel with limited direction. You do not expect, nor do you need, someone to hand you a manual on how to successfully complete an aspect of your role. Perhaps you prefer to be the author of the manual vs. the recipient!

A Creative Problem Solver:
Not only are you able to identify problems and inefficiencies in the work, but you are also adept at identifying and implementing creative solutions!

A Team Player:
Project Ready is a young organization and our team is small but mighty. You want to be part of a small, entrepreneurial team (in fact, you thrive in that environment!). You have an all‑hands‑on‑deck mentality and will show up to support the team and the work.

A Closer:
You get things done, and make sure others do, too. You see things through, from start to finish. No one needs to look over your shoulder to make sure you’ve dotted your i’s and crossed your t’s. In fact, that’s what you’re doing for everyone else!

Good Judgment:
You are highly professional and diplomatic. You know when to ask for help or advice, you are perceptive and practical.

Digitally Savvy:
You are comfortable with digital tools, including Microsoft 365, Google Suite, Asana for project management, Quickbooks, Canva, etc. You are able to pick up new digital tools, and identify new tools that could support your work and that of your team.

Curious:
While your focus will be on core EA/OM duties, you are interested in understanding the big picture. You want to understand Project Ready’s program, and you independently ask “why” in order to exercise appropriate prioritization and judgment with daily activities. Understanding the broader objectives will help you be more successful in the role.

Provide highly effective administrative support in a fast‑paced, high volume, and entrepreneurial environment, including providing direct support to the CEO as follows:

Plan, coordinate and ensure the CEO’s schedule is followed and respected. Provide “gatekeeper” and “gateway” roles, creating win‑win situations for direct access to the CEO’s time and office.

Work closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.

Successfully complete critical aspects of deliverables with a hands‑on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.

Complete a…