Business Operations Assistant - New Jersey

National Association of Social Workers•North Brunswick, NJ

2d•Hybrid

About The Position

The National Association of Social Workers (NASW) is seeking a Business Operations Assistant (BOA) to serve as the personal/confidential assistant to the Executive Director (ED). This role provides high-level administrative and operational coordination to support the Executive Director and the overall functioning of the NASW-NJ and NASW-PA chapters. The BOA is responsible for coordinating and administering the daily administrative and financial responsibilities of the chapter, managing executive scheduling, governance logistics, communications coordination, chapter finances, and priority operational projects. This position acts as a central coordination point between leadership, staff, and volunteer leaders to support efficient decision-making and execution, and provides guidance on administrative matters. The BOA analyzes and makes recommendations regarding business operating practices, policies, and procedures to ensure smooth and efficient office operation. This position supports work in New Jersey and Pennsylvania, with potential in-person meetings in Princeton, NJ, and Philadelphia, PA, and qualifies for a telework arrangement, requiring at least two days per week in the office.

Requirements

Exceptional verbal and written communication skills.
Strong organizational and time management skills; able to manage multiple priorities effectively.
Ability to build trust and collaborate across sectors and with diverse stakeholders.
Critical thinking, problem-solving, and analytical skills.
Bachelor’s degree.
Experience supporting leaders in nonprofit, association, or professional membership organization leadership roles.
Experience and skills with Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.
Strong project and financial management software/abilities, i.e. QuickBooks.
Technical proficiency including digital phone systems, cloud-based document storage, Zoom management, organizing data, etc.
Demonstrated operational and program management experience.
Strong collaboration and stakeholder engagement skills.
Minimum of 3 years’ experience in operational administration, continuing education program management, or a related field, preferably within a nonprofit setting.
Requires access to reliable transportation and availability to be in the field, if needed.

Nice To Haves

Experience planning events, workshops, or trainings.
Experience with budgeting.

Responsibilities

Coordinate and administer daily administrative and financial responsibilities of the chapter.
Manage executive scheduling, governance logistics, communications coordination, chapter finances, and priority operational projects.
Serve as a central coordination point between leadership, staff, and volunteer leaders.
Provide guidance and consultation on administrative matters.
Screen and prioritize the Chapter Executive Director’s mail, requests for appointments, and documents requiring signature.
Analyze and make recommendations regarding business operating practices, policies, and procedures.
Maintain the daily engagement calendar of the Chapter Executive Director.
Manage communication for board, committee, and other meetings.
Collect and compile materials for meetings and brief the Chapter Executive Director.
Research, compile, evaluate, and prepare data for studies, reports, and special assignments.
Receive, scan, and coordinate mail.
Access and manage internal mailboxes, ensuring timely responses.
Answer primary chapter phone lines, including the Executive Director’s line.
Manage the chapter calendar, including coordination of meetings, conferences, and travel.
Maintain confidential files for the chapter.
Prepare a variety of materials from written drafts, audio recording transcription, etc.
Serve as the point of contact for the execution of all finances for both chapters, including sponsorships, partnerships, and contracts.
Manage incoming checks and electronic payments.
Maintain a record of all funds received by the chapter.
Assist with the management of the National PN3 system, processing bills, coding invoices, and issuing refunds.
Perform other duties as assigned by the Executive Director and Operations Manager.
Attend chapter events, such as annual conferences, Fall events, and support for workshops.