Executive Assistant

Job Description

Job Description

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.

• Demonstrated experience providing high-level administrative support to executives in a fast-paced, detail-focused environment.
• Strong ability to manage complex calendars, coordinate meetings, and balance competing priorities with minimal supervision.
• Excellent written communication skills, including drafting, editing, and proofreading correspondence and presentation materials.
• Experience supporting board or senior leadership activities, including preparing meeting documentation and recording minutes.
• Ability to handle confidential information with discretion, maturity, and professionalism.
• Proficiency in coordinating travel arrangements and managing related logistics for executives or leadership teams.
• Strong organizational skills with close attention to detail and consistent follow-through on tasks and deadlines.