Executive Assistant

Central Jersey Family Health Consortium Inc•North Brunswick, NJ

12h

About The Position

The Executive Assistant serves as a highly trusted strategic administrative partner to the CEO and senior leaders, maximizing executive effectiveness through management of priorities, information, relationships, communication, and executive-office operations. The role operates with significant autonomy and discretion, anticipates organizational and executive needs, exercises sound judgment in determining priorities and escalation, and serves as a key liaison among executive leaders, Board members, donors, external partners, and other stakeholders. The position provides executive and departmental support, coordinates cross-functional activity and systems, and supports governance, stakeholder engagement, and special projects. It manages complex calendars, meeting preparation, confidential correspondence and materials, executive commitments, travel and expense processes, board logistics, and selected high-priority initiatives. The role also improves office systems and workflows, mentors administrative professionals, and provides regional office and administrative support as needed. There are no unusual work conditions associated with the position. The office noise level is moderate, and professional/business attire is required. Employees attend meetings at external locations and experience external weather conditions. The position requires reimbursable local and statewide travel using a personal vehicle, a valid driver’s license, and proof of ongoing automobile insurance coverage. Employees may occasionally lift up to twenty pounds of materials or equipment.

Requirements

Minimum of five years of relevant work in an administrative support role in a professional office environment.
Superior organizational, written, and oral communication skills.
Demonstrated ability to operate independently in a highly confidential, ambiguous, and high-accountability environment.
Advanced executive judgment, stakeholder management, calendar and prioritization, project coordination, and systems-improvement capability.
Ability to take initiative and work independently.
Computer proficiency, including Microsoft programs.
Valid driver’s license and ability to provide proof of ongoing automobile insurance coverage.
Ability to travel locally and statewide using a personal vehicle.

Nice To Haves

Undergraduate degree preferred but not required.
Experience supporting senior leadership is strongly preferred.
Knowledge and experience relating to nonprofit work, maternal and child health, and education is strongly preferred.
Demonstrated ability to mentor or elevate the practice of other administrative professionals.

Responsibilities

Independently manage executive-office operating rhythms, information flow, and administrative systems.
Provide proactive, high-level executive support by managing complex and competing calendars, priorities, and deadlines.
Coordinate and prepare materials for leadership meetings, cross-functional work sessions, and external engagements.
Track executive commitments, follow up on action items, and ensure alignment across departments.
Prepare, draft, edit, and manage highly confidential executive correspondence, briefings, presentations, and decision-support materials.
Anticipate information and context needed for consequential meetings and ensure executive readiness.
Maintain visibility into executive commitments, decisions, action items, and cross-functional dependencies; proactively close administrative loops.
Resolve complex executive-office issues within delegated authority and escalate issues with appropriate context and options.
Design and continuously improve executive-office systems, workflows, technology, and communication practices.
Coordinate large-scale meetings, events, and special projects.
Act as a primary liaison among the CEO, senior leaders, board members, donors, and external partners.
Develop and maintain systems to improve efficiency, organization, and information flow across the Leadership team.
Manage travel planning, expense reporting, and reimbursement processes supporting the CEO.
Research, prioritize, and route incoming requests and issues, determining appropriate action, escalation, or delegation.
Support board-related logistics and materials in partnership with the CEO and relevant team members, ensuring compliance with posting and documentation requirements.
Serve as a trusted gatekeeper and liaison for high-level internal and external stakeholders.
Coordinate Board and committee preparation, executive readiness, materials, timelines, and follow-through in partnership with the CEO.
Facilitate executive signatures and processing of critical organizational documents, including financial, compliance, and governance materials.
Provide ad-hoc regional office and administrative support as needed to ensure smooth operations.
Mentor administrative professionals and help establish effective executive support standards and coverage.
Manage selected high-priority executive-office initiatives requiring discretion, sophisticated stakeholder management, and cross-functional coordination.
Perform other duties as assigned.