Executive Assistant & Office Manager | United Way of Greater Newark

Executive Assistant And Office Manager

United Way of Greater Newark is looking for an Executive Assistant and Office Manager! Do Work That Matters. Every Single Day. At United Way of Greater Newark, we don't just talk about change we build it. For over 100 years, we've been a trusted force in Essex and Hudson counties, fighting for strong, inclusive communities where every individual and family has the opportunity to thrive. We champion ALICE the hardworking resident who is Asset-Limited, Income-Constrained, and Employed and we show up every day to make sure systems work for people, not against them. If you're someone who loves bringing order to complexity, takes pride in being two steps ahead, and wants your work to fuel a mission that truly transforms lives we want to meet you.

The Opportunity We're looking for an exceptional Executive Assistant & Office Manager to become the operational backbone of our Executive Office. In this role, you'll work side-by-side with our President & CEO and Chief of Staff, ensuring that the people leading our mission have everything they need to do their best, most impactful work. This isn't just a support role it's a strategic position. You'll be at the center of the action: coordinating high-stakes meetings, helping bring signature events to life, managing relationships with donors and board members, and keeping our Newark office running smoothly and efficiently. Your fingerprints will be on the work that moves our community forward.

Position Summary The Executive Assistant & Office Manager supports the mission of United Way of Greater Newark by ensuring the Executive Office operates with efficiency, precision, and care. This role works closely with the Chief of Staff and President & CEO to manage complex scheduling, coordinate key meetings and events, maintain office operations, and provide administrative support that enables senior leadership to focus on UWGN's strategic priorities. The ideal candidate brings strong organizational instincts, sound judgment, and a proactive approach to anticipating needs and solving problems before they arise.

Key Responsibilities

• Coordinate and manage scheduling for the Executive Office, including the President & CEO, Chief of Staff, and senior leaders in Resource Development and Community Impact as needed.
• Anticipate scheduling conflicts and proactively identify solutions, ensuring leadership time is protected and well-organized.
• Track and manage meeting logistics, including room reservations, virtual meeting links, and any necessary preparation materials.
• Maintain and monitor shared calendars, flagging time-sensitive commitments to the Chief of Staff.
• Provide day-to-day administrative support to the Chief of Staff and President & CEO, including drafting and proofreading correspondence, managing email inboxes as directed, and handling routine communications.
• In collaboration with the Chief of Staff, assist in the preparation and assembly of board meeting materials, including printing, organizing, and distributing board packets ahead of quarterly board meetings.
• Support the coordination of internal and external meetings facilitated through the Executive Office, including agenda formatting, note-taking when needed, and tracking follow-up action items in coordination with the Chief of Staff.
• Manage travel arrangements and logistics for the President & CEO and Chief of Staff, including transportation, lodging, and itinerary preparation.
• Process expense reports and reimbursements on behalf of Executive Office staff.
• Maintain accurate and up-to-date contact records in Bloomerang (UWGN's CRM) for key donors, partners, and stakeholders, in coordination with the Resource Development team.
• 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 for staff, guests, and events.
• Manage incoming and outgoing mail, deliveries, and office communications.
• Coordinate onboarding logistics for new staff, including desk setup, technology access, and supply provision.
• Maintain organizational file systems in SharePoint, ensuring documents are accessible, current, and properly organized.
• 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 as needed.
• In coordination with the Chief of Staff, 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, including printing, binding, and packaging briefing documents in collaboration with the Chief of Staff.
• Support the Resource Development team with administrative tasks related to donor stewardship, event logistics, and cultivation activities as directed by the Chief of Staff.
• Assist with data entry, tracking, and reporting in Monday.com as needed.
• Perform responsibilities in accordance with UWGN policies and procedures, including attending staff meetings and trainings.
• Perform other duties as assigned.

Qualifications, Skills & Abilities

• Associate's or Bachelor's degree preferred.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
• Experience with project management platforms such as Monday.com a plus.
• Familiarity with CRM systems, particularly Bloomerang or Salesforce, a plus.
• 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.

Core Competencies

• Organizational Excellence: Exceptional ability to manage competing priorities, maintain meticulous attention to detail, and keep complex systems and schedules running smoothly across the Executive Office.
• Judgment & Discretion: Sound decision-making skills and the ability to handle sensitive and confidential information with the highest level of professionalism and integrity.
• Communication & Correspondence: Strong written and verbal communication skills, with the ability to draft polished, professional materials and represent the Executive Office in interactions with donors, board members, and community partners.
• Proactive Problem-Solving: Ability to anticipate needs, identify issues before they escalate, and take initiative to implement solutions in a fast-paced, mission-driven environment.
• Collaboration & Relationship-Building: Skilled at working across departments and with diverse stakeholders, including senior leadership, board members, funders, and external partners, in coordination with the Chief of Staff.
• Mission & Community Orientation: Genuine commitment to UWGN's mission of economic mobility and equity, with the ability to work effectively with diverse communities and contribute to an inclusive organizational culture.

Qualifications

• 57 years of experience in executive support, office management, or a related administrative role; nonprofit experience a plus, though candidates from corporate, professional services, financial services, or healthcare backgrounds are strongly encouraged to apply.
• 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.
• Experience with CRM platforms, project management tools, and document management systems preferred.
• A genuine interest in UWGN's mission and the communities we serve; this role offers opportunities for professional growth, expanded scope, and deeper engagement with the organization's strategic work over time.

Salary Salary range is $80,000$90,000 annually, commensurate with experience. Work Environment Hybrid work schedule with regular in-office presence expected in Newark, NJ. Attendance at in-person events, board meetings, and community gatherings is required.

Our Commitment to Diversity, Equity, Inclusion & Belonging

Nonprofit HR is committed to fostering and maintaining a work environment where diversity, equity, inclusion (DEI) are fully integrated into everything we do for the benefit of our employees and the clients that we serve. To fully realize our goal, we prioritize our understanding of the complexities of DEI within our workforce to inform our approach to talent management. We believe that this guides how we do our work, advise our clients to operationalize