Executive Assistant jobs in Paramus, NJ

TITLE:

Executive Assistant

SUMMARY OF POSITION:

The primary duty of this position is to anticipate the needs of the CEO/ED and other executive staff to execute the tasks that fulfill those needs especially as they relate to the ordinary functions of the executive office.

LOCATION:

77 South Main Street, New City, New York 10956

Remote work ineligible

PAY:

$45,000 to $55,000.00 per year Exempt

LICENSES & CERTIFICATIONS:

None Required

JOB TYPE:

Full time 35 hours per week Flexible Schedule

BENEFITS:

Full eligibility which includes:

Dental & Vision

• Short Term and Long-Term Disability
• AFLAC (Critical Care, Cancer, Accidental & Hospitalization)
• Group Life Insurance
• Voluntary Life Insurance
• Child and Medical FSA accounts
• 403(b)

NOTE: HEALTH INSURANCE IS NOT PROVIDED AT THIS TIME

JOB STATUS:

Exempt

REPORTS TO:

CEO/Executive Director

DUTIES/RESPONSIBILITIES:

Assist the CEO/ED and other executive staff with a variety of assignments relating to both internal and external projects including but not limited to the following:

Maintain executive filing systems and Corporate Book.

• Draft correspondence and respond to general inquiries.
• Assist with Board communications.
• Coordinate and distribute meeting notice, agenda and conduct follow-up as needed for:
• Monthly board meetings
• Send out information packet one week prior to meeting (includes: meeting notice, agenda, minutes, CEO.ExD report, and financials via BellesBoard)
• Assist with Annual Public Meeting of the board.
• Co-create Annual Report and bring it to publication for distribution at Annual Public Meeting of the Board in June.
• Assist with maintaining contact email database and in-house database.
• Assist in fundraising events. Secure sponsorships; track income and expense and more.
• Maintain updated agency stationery, brochures, forms, and new board member packets.
• Create ads for events, journals, and other publications as needed.
• Ensure the agency website and Google calendar is updated as needed.
• Update telephone system, website, and social media with emergency/weather closures.
• Maintain Guidestar profile and update annually to preserve Platinum status.
• Interface with Marketing Firm on blast communications, social media calendar, analytics, strategic planning around events, website maintenance
• Interface with building vendors including computer and copier technicians.
• Track building inspections including quarterly fire and burglary, annual elevator and lift, 6-month sprinkler, standpipe and backflow, annual fire extinguisher. Fax documents to building department for compliance to receive annual certificate of occupancy.
• Track building related deficiencies, ensure timely correction, and interface with vendors, including elevator, lift, telephone system, copiers, computers, HVAC, carpets, utilities.

QUALIFICATIONS:

• Prior Executive Assistant experience preferred
• Strong knowledge of Outlook, Microsoft Word, Microsoft Excel, Publisher and PowerPoint.
• General knowledge of computer organization, i.e. maintaining and saving documents in folders, difference between local drive and servers, etc.
• General knowledge of WordPress for basic website maintenance preferred.
• Notary Public preferred
• The ability to anticipate and set priorities and meet deadlines
• The ability to manage multiple projects
• The ability to handle matters of a sensitive nature with discretion and maintain confidentiality
• The ability to work with all levels of management, board, volunteers and staff in a manner that is representative of the agency
• Excellent communication skills, both written and oral
• The ability to compose effective correspondence
• An attention to detail and ability to be well-organized and flexible
• Strong computer skills
• High degree of independence, initiative, and commitment

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person