Administrative Assistant

Administrative Assistant

Job Location: Newark, New Jersey; New York City / National Staff Status: Full-Time / Non-Exempt / Hybrid Reports to: Manager, Regional and Strategic Operations Salary Range: $55,000-60,000/annualized ($26.4528.85/hour)

Job Summary

The Administrative Assistant supports the Office of the President-Elect by providing high-quality administrative and operational coordination. Reporting to the Manager, Regional and Strategic Operations (Manager), this role plays a critical part in ensuring the efficiency, organization, and effectiveness of the President-Elect's day-to-day operations.

This position goes beyond traditional administrative support, requiring strong organizational judgment, attention to detail, and the ability to proactively manage scheduling, reporting, and communications. The Administrative Assistant will, as directed by the manager, serve as a point of coordination across internal teams and external partners, helping to ensure that priorities are executed smoothly and deadlines are met.

Primary executive support is provided to the President-Elect, with supplemental coverage for the Office of the CEO, as assigned by the Manager.

This position is hybrid and requires occasional in-person attendance in both the Newark and New York City offices.

Job Responsibilities

Executive Administration & Communication 50%

• Proactively manage and prioritize the President-Elect's calendar, ensuring alignment with organizational priorities and anticipating scheduling conflicts
• Coordinate all logistics related to meetings, including scheduling, confirmations, and preparation of materials
• Coordinate travel logistics and itineraries for the President-Elect, in collaboration with the Manager
• Draft, proofread, and format email communications and correspondences on behalf of the President-Elect
• Coordinate across teams to align schedules, communications, and materials
• Provide limited operational and logistical support to the Office of the CEO for planned or unplanned coverage periods or designated in-person events, under the direction of the Manager and in coordination with the Office of the CEO. Support the Manager in coordinating between the Office of the President-Elect and the Office of the CEO, to foster communication, aligned scheduling and consistent information flow across both offices.
• Maintain and update the President-Elect's contact database and distribution lists
• Archive and organize correspondence and key documents in a systematic and accessible manner
• Support the preparation and submission of expense reports and reimbursements

Reporting & Coordination 30%

• Track, compile, and format recurring reports for the President-Elect, ensuring accuracy, consistency, and timeliness
• Coordinate with internal stakeholders to gather updates, data, and materials needed for reports and presentations
• Maintain tracking systems (e.g., Airtable, Excel, or similar tools) as designated by the Manager to support President-Elect priorities and initiatives
• Monitor deadlines and follow up with team members to ensure timely completion of deliverables

Meetings, Events & Operations Support 20%

• Prepare agendas, briefing materials, and supporting documents for meetings and events
• Assist in the planning and execution of in-person meetings and events, including room setup, materials preparation, registration, and on-site coordination
• Provide technical support for meetings, including setup of devices and virtual meeting platforms
• Support the Office of the CEO, under the direction of the Manager, on the planning, logistics and execution of high-visibility convenings including national Board of Directors meetings and Town Halls.
• Support the production of presentations, talking points, and meeting packets in collaboration with the Manager

Qualifications

• One to three years of administrative or operations experience, preferably supporting senior leadership
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills, including proofreading and editing
• High level of discretion and professionalism in handling confidential and sensitive information
• Strong interpersonal skills and ability to work effectively with individuals at all levels of an organization
• Demonstrated ability to take initiative and work independently
• High attention to detail and commitment to accuracy
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Airtable or similar systems is a plus
• Experience with or a strong understanding of artificial intelligence (AI) tools and applications is preferred, including the ability to thoughtfully integrate them into workflows to enhance productivity and decision-making.
• Comfort working in a fast-paced, entrepreneurial environment
• Understanding of poverty-related issues and commitment to creating educational and developmental opportunities for underserved youth
• Ability to lift up to ten pounds, and occasionally move objects to set up for meetings and events.
• Flexibility in schedule; evenings and weekends are required on occasion.
• Ability and willingness to commute as needed between Newark and New York City
• Bachelor's degree or equivalent experience preferred.

About the All Stars Project

The All Stars Project, Inc. (ASP) is a national nonprofit organization whose mission is to transform the lives of youth from poor and underserved communities using the developmental power of performance, in partnership with caring adults, giving everyone the opportunity to grow. While the ASP's afterschool programs include hip-hop talent shows, training in theatre and the arts, and programs where we partner with the business community to help young people create a professional performance, we are doing so much more we are building community and imagining possibility.