Executive Assistant & Office Manager | United Way of Greater Newark

United Way of Greater Newark is looking for an Executive Assistant and Office Manager!

At United Way of Greater Newark, we don't just talk about change — we build it. For over 100 years, we've been a trusted force in Essex and Hudson counties, fighting for strong, inclusive communities where every individual and family has the opportunity to thrive. We champion ALICE — the hardworking resident who is Asset-Limited, Income-Constrained, and Employed — and we show up every day to make sure systems work for people, not against them.

If you're someone who loves bringing order to complexity, takes pride in being two steps ahead, and wants your work to fuel a mission that truly transforms lives — we want to meet you.

We're looking for an exceptional Executive Assistant & Office Manager to become the operational backbone of our Executive Office. In this role, you'll work side-by-side with our President & CEO and Chief of Staff, ensuring that the people leading our mission have everything they need to do their best, most impactful work.

This isn't just a support role — it's a strategic position. You'll be at the center of the action: coordinating high-stakes meetings, helping bring signature events to life, managing relationships with donors and board members, and keeping our Newark office running smoothly and efficiently.

Your fingerprints will be on the work that moves our community forward.

The Executive Assistant & Office Manager supports the mission of United Way of Greater Newark by ensuring the Executive Office operates with efficiency, precision, and care. This role works closely with the Chief of Staff and President & CEO to manage complex scheduling, coordinate key meetings and events, maintain office operations, and provide administrative support that enables senior leadership to focus on UWGN’s strategic priorities.

The ideal candidate brings strong organizational instincts, sound judgment, and a proactive approach to anticipating needs and solving problems before they arise.

• Coordinate and manage scheduling for the Executive Office, including the President & CEO, Chief of Staff, and senior leaders in Resource Development and Community Impact as needed.
• Anticipate scheduling conflicts and proactively identify solutions, ensuring leadership time is protected and well-organized.
• Track and manage meeting logistics, including room reservations, virtual meeting links, and any necessary preparation materials.
• Maintain and monitor shared calendars, flagging time-sensitive commitments to the Chief of Staff.

• Provide day-to-day administrative support to the Chief of Staff and President & CEO, including drafting and proofreading correspondence, managing email inboxes as directed, and handling routine communications.
• In collaboration with the Chief of Staff, assist in the preparation and assembly of board meeting materials, including printing, organizing, and distributing board packets ahead of quarterly board meetings.
• Support the coordination of internal and external meetings facilitated through the Executive Office, including agenda formatting, note-taking when needed, and tracking follow-up action items in coordination with the Chief of Staff.
• Manage travel arrangements and logistics for the President & CEO and Chief of Staff, including transportation, lodging, and itinerary preparation.
• Process expense reports and reimbursements on behalf of Executive Office staff.
• Maintain accurate and up-to-date contact records in Bloomerang (UWGN’s CRM) for key donors, partners, and stakeholders, in coordination with the Resource Development team.

• Serve as the primary point of contact for office operations, including vendor relationships, building management, supplies, and equipment.
• Ensure the Newark office is well-maintained, organized, and operationally ready for staff, guests, and events.
• Manage incoming and outgoing mail, deliveries, and office communications.
• Coordinate onboarding logistics for new staff, including desk setup, technology access,…