Executive Administrative Assistant

Executive Assistant to the Chief Executive Officer (CEO)

Assignment Type:
Temp-to-Perm

Location:

Paterson, NJ Department:
Administration

Reports To:

Chief Executive Officer

Up to $45 per hour

9-5 Hours

Position Overview

Our client is seeking a highly organized, proactive, and polished Executive Assistant to provide comprehensive administrative and strategic support to the Chief Executive Officer. This individual will serve as a trusted partner to the CEO while acting as the primary liaison to the Board of Directors. The ideal candidate will possess exceptional organizational skills, sound judgment, outstanding written communication abilities, and experience supporting executive leadership in a fast-paced environment.

Key Responsibilities

• Manage the CEO's complex calendar, scheduling, and meeting logistics.

• Coordinate executive meetings, conference calls, and special events.

• Prepare agendas, presentations, reports, correspondence, and executive-level communications.

• Draft, edit, and proofread communications on behalf of the CEO, including correspondence to Board members, donors, community partners, and key stakeholders.

• Prepare and maintain Board materials, including board books, meeting packets, agendas, minutes, and supporting documentation.

• Coordinate all logistics for Board of Directors meetings, including meeting preparation, hospitality, and follow-up.

• Attend Board and leadership meetings as requested and prepare accurate meeting minutes and action items.

• Track follow-up activities and ensure timely completion of assigned deliverables.

• Handle highly confidential information with professionalism, discretion, and integrity.

• Serve as a liaison between the CEO, Board of Directors, senior leadership, and external stakeholders.

• Provide administrative support to the Executive Leadership Team as needed.

• Assist with organizational events, special projects, fundraising initiatives, and executive-level programs.

Required Qualifications

• Minimum of five (5) years of experience supporting C-suite executives, preferably a Chief Executive Officer.

• Demonstrated experience supporting a Board of Directors, including preparation of board books, meeting materials, and governance documentation.

• Exceptional written communication skills with experience drafting executive correspondence for Board members, donors, and senior stakeholders.

• Outstanding organizational and project management abilities with the capacity to manage multiple priorities simultaneously.

• Strong attention to detail, with exceptional proofreading and editing skills.

• High level of professionalism, discretion, and ability to maintain strict confidentiality.

• Ability to work independently while exercising sound judgment and initiative.

• Strong interpersonal, relationship-building, and communication skills.

Technical Requirements

Candidates must demonstrate proficiency in:

• Microsoft Outlook

• Microsoft Word

• Microsoft Excel

• Microsoft Power Point

• Microsoft Teams

• Share Point

• One Drive

• Adobe Acrobat (preferred)

Preferred Experience

• Nonprofit organizations

• Executive office administration

• Board governance and compliance

• Donor relations and executive communications

• Event planning and meeting coordination

This is an excellent opportunity for a seasoned Executive Assistant who thrives in a high-visibility role, enjoys partnering with executive leadership, and has experience supporting Board operations and strategic organizational initiatives.