Executive Assistant & Office Manager | United Way of Greater Newark

Nonprofit HR•Newark, NJ

14d•$80,000 - $90,000•Hybrid

About The Position

United Way of Greater Newark is seeking an exceptional Executive Assistant & Office Manager to serve as the operational backbone of their Executive Office. This strategic role involves working closely with the President & CEO and Chief of Staff to ensure they have the necessary support for impactful work. The position is central to coordinating high-stakes meetings, supporting signature events, managing relationships with donors and board members, and maintaining the smooth and efficient operation of the Newark office. The ideal candidate will bring strong organizational skills, sound judgment, and a proactive approach to problem-solving, contributing directly to the organization's mission of community transformation.

Requirements

Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
Excellent written and verbal communication skills, including experience drafting professional correspondence and materials.
High level of discretion and professionalism when handling confidential information.
Strong interpersonal skills and the ability to build positive relationships with staff, donors, board members, and community partners.
Proactive, solutions-oriented mindset with the ability to work independently and anticipate needs.
Demonstrated ability to manage multiple priorities simultaneously with a high degree of accuracy and follow-through.
5–7 years of experience in executive support, office management, or a related administrative role.
Demonstrated experience managing executive-level calendars, travel logistics, and high-volume correspondence in a fast-paced environment.
Experience coordinating meetings, events, and logistics for senior leadership teams.
Demonstrated experience maintaining office operations and vendor relationships.

Nice To Haves

Associate’s or Bachelor’s degree preferred.
Experience with project management platforms such as Monday.com a plus.
Familiarity with CRM systems, particularly Bloomerang or Salesforce, a plus.
Nonprofit experience a plus.
Experience with CRM platforms, project management tools, and document management systems preferred.
A genuine interest in UWGN’s mission and the communities we serve.

Responsibilities

Coordinate and manage scheduling for the Executive Office, including the President & CEO, Chief of Staff, and senior leaders.
Anticipate scheduling conflicts and proactively identify solutions.
Track and manage meeting logistics, including room reservations, virtual meeting links, and preparation materials.
Maintain and monitor shared calendars, flagging time-sensitive commitments.
Provide day-to-day administrative support to the Chief of Staff and President & CEO, including drafting correspondence, managing email inboxes, and handling routine communications.
Assist in the preparation and assembly of board meeting materials.
Support the coordination of internal and external meetings, including agenda formatting, note-taking, and tracking action items.
Manage travel arrangements and logistics for the President & CEO and Chief of Staff.
Process expense reports and reimbursements.
Maintain accurate and up-to-date contact records in Bloomerang for key donors, partners, and stakeholders.
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.
Manage incoming and outgoing mail, deliveries, and office communications.
Coordinate onboarding logistics for new staff.
Maintain organizational file systems in SharePoint.
Support the management and tracking of office-related vendor contracts and service agreements.
Serve as the point of contact for IT coordination, troubleshooting basic issues and escalating to external support.
Support logistics for UWGN signature events, including the Women’s Leadership Breakfast, Afternoon for ALICE, all-staff meetings, and community convenings.
Coordinate catering, AV setup, venue communication, guest lists, and day-of logistics for Executive Office events and meetings.
Assist with the preparation of materials for external meetings.
Support the Resource Development team with administrative tasks related to donor stewardship, event logistics, and cultivation activities.
Assist with data entry, tracking, and reporting in Monday.com.
Perform responsibilities in accordance with UWGN policies and procedures.
Perform other duties as assigned.