Interim Executive Assistant

Programs For Parents Inc•Newark, NJ

just now•$45 - $50•Hybrid

About The Position

Make a Difference from Day One — Join Programs for Parents (PFP) Are you passionate about making a meaningful impact in the lives of children and families? At PFP, you’ll have the opportunity to contribute to a mission-driven nonprofit that helps ensure every child gets the best possible start in life. We serve Essex County, NJ by empowering families, supporting childcare providers, and advocating for quality early childhood education. Our work encompasses providing education and referrals, promoting best practices, and connecting families with essential financial resources to help them thrive. We are seeking a part-time Interim Executive Assistant to provide executive-level operational, project, and administrative support to the President & CEO during a period of transition. This interim role is designed to ensure continuity, organization, and follow-through on key priorities while leadership evaluates the long-term structure of executive support.As the Interim Executive Assistant, you will serve as a strategic administrative partner to the CEO by managing priorities, tracking execution, and ensuring timely follow-through on CEO-sponsored initiatives and agency-wide projects. This role requires strong organizational skills, sound judgment, discretion, and the ability to work independently in a fast-paced, mission-driven environment. This position provides focused support on coordination, project tracking, calendar management, and administrative oversight that enables the CEO and leadership team to operate efficiently during this interim period. Core responsibilities include: 1. Project & Initiative Management Track CEO-sponsored initiatives, cross-department projects, and strategic priorities Maintain project timelines, deliverables, and status updates Coordinate follow-ups with internal stakeholders to ensure accountability Prepare simple dashboards or trackers to support visibility and decision-making Flag risks, delays, or capacity concerns proactively 2. Calendar & Executive Coordination Manage and coordinate the CEO’s agency-facing calendar Schedule leadership meetings, cross-functional meetings, and time-sensitive priorities Prepare agendas and ensure meeting logistics are handled efficiently Support follow-up actions and documentation from meetings 3. Grants & Administrative Tracking Track grant-related timelines, reporting deadlines, and deliverables Maintain organized documentation for grant compliance and reporting Coordinate with Finance, Programs, and Leadership (does not own grant writing or submissions) Ensure deadlines are visible and not missed 4. Executive & Organizational Administrative Support Provide light executive administrative support (meeting prep, document coordination) Support Board-related logistics as needed (materials, scheduling) Maintain organized systems for files, calendars, and shared resources Assist with agency-wide scheduling and coordination needs, as appropriate 5. Cross-Departmental Administrative & Coordination Support Provide limited, executive-priority administrative support across departments related to CEO-sponsored initiatives, agency-wide projects, and leadership priorities Assist with coordinating cross-departmental meetings, documentation, and timelines Support departments with administrative tasks that require CEO visibility, alignment, or follow-through Serve as a coordination point for information flow related to executive initiatives Ensure consistency, organization, and timely follow-up on shared administrative needs tied to agency goals

Requirements

Minimum of 5 years of experience in an executive assistant, administrative manager, project coordination, or senior administrative support role
Demonstrated experience supporting executive leadership in a complex organization (nonprofit, education experience preferred)
Strong project tracking and organizational skills, with the ability to manage multiple priorities simultaneously
Proficiency with Microsoft Office and Google Workspace, including calendars, shared documents, and basic tracking tools (e.g., spreadsheets, dashboards, task trackers)
Excellent written and verbal communication skills, with the ability to coordinate across departments and levels of leadership
High level of discretion, professionalism, and sound judgment when handling confidential information
Ability to work independently, anticipate needs, and proactively flag risks or delays

Nice To Haves

Experience supporting CEO-sponsored initiatives, cross-functional projects, or board-related activities
Familiarity with grant-funded organizations and administrative grant tracking (timelines, documentation, reporting deadlines)
Experience working in a hybrid or remote environment
Strong attention to detail paired with the ability to see the “big picture”
Comfort operating in an interim or transitional role with evolving priorities

Responsibilities

Project & Initiative Management
Track CEO-sponsored initiatives, cross-department projects, and strategic priorities
Maintain project timelines, deliverables, and status updates
Coordinate follow-ups with internal stakeholders to ensure accountability
Prepare simple dashboards or trackers to support visibility and decision-making
Flag risks, delays, or capacity concerns proactively
Calendar & Executive Coordination
Manage and coordinate the CEO’s agency-facing calendar
Schedule leadership meetings, cross-functional meetings, and time-sensitive priorities
Prepare agendas and ensure meeting logistics are handled efficiently
Support follow-up actions and documentation from meetings
Grants & Administrative Tracking
Track grant-related timelines, reporting deadlines, and deliverables
Maintain organized documentation for grant compliance and reporting
Coordinate with Finance, Programs, and Leadership (does not own grant writing or submissions)
Ensure deadlines are visible and not missed
Executive & Organizational Administrative Support
Provide light executive administrative support (meeting prep, document coordination)
Support Board-related logistics as needed (materials, scheduling)
Maintain organized systems for files, calendars, and shared resources
Assist with agency-wide scheduling and coordination needs, as appropriate
Cross-Departmental Administrative & Coordination Support
Provide limited, executive-priority administrative support across departments related to CEO-sponsored initiatives, agency-wide projects, and leadership priorities
Assist with coordinating cross-departmental meetings, documentation, and timelines
Support departments with administrative tasks that require CEO visibility, alignment, or follow-through
Serve as a coordination point for information flow related to executive initiatives
Ensure consistency, organization, and timely follow-up on shared administrative needs tied to agency goals