Executive Assistant Paterson, NJ

Executive Assistant

We are looking for an Executive Assistant to support senior leadership near Passaic, New Jersey. This contract-to-permanent opportunity is ideal for a highly organized individual who can manage executive priorities, keep meetings and communications running smoothly, and handle sensitive information with sound judgment. The person in this role will play a key part in coordinating board-related activities, preparing high-quality materials, and helping leadership stay aligned on follow-up items and strategic commitments.

Responsibilities:

• Oversee a demanding executive schedule by arranging appointments, resolving calendar conflicts, and ensuring leaders are prepared for daily commitments.
• Organize leadership meetings, conference calls, and special gatherings, including logistics, scheduling, and coordination with internal and external participants.
• Create and refine agendas, slide decks, reports, letters, and other executive documents that require a high level of accuracy and excellence.
• Write, review, and refine communications for board members, donors, community organizations, and other key partners on behalf of leadership.
• Assemble and maintain board meeting materials such as briefing documents, agendas, minutes, and supporting records for effective governance processes.
• Manage end-to-end preparation for Board of Directors meetings, including meeting setup, hospitality arrangements, document distribution, and post-meeting follow-up.
• Participate in board and leadership meetings when needed, capture detailed notes, and track action items to support timely execution.
• Monitor outstanding tasks and commitments, following up with stakeholders to help ensure assignments are completed on schedule.
• Act as a trusted point of coordination between executive leadership, the Board of Directors, and external contacts while maintaining strict confidentiality.
• Support executive team initiatives, travel coordination, fundraising efforts, and organization-wide events as needed.