What are the responsibilities and job description for the Temporary Executive Support Assistant position at Bergen Volunteer Medical Initiative?
Title: Temporary Executive Support Assistant
Reports to: President/CEO
Department: Administration
Status: Non-Exempt, Part-Time (20 hours/week), Temporary
Duration: Approximately 4-month assignment
Pay Rate: $23–$25/hour
Location: Hackensack, NJ (in-person)
Start Date: Approximately 4 weeks out
Position Summary
BVMI is seeking a Temporary Executive Support Assistant for an approximately 4-month assignment providing coverage for our Executive Assistant to the President/CEO during a leave of absence. This role provides administrative support to the CEO and serves as a key point of contact for the Board of Trustees. The ideal candidate is a discreet, organized self-starter who can step into an established governance and donor-support workflow with minimal ramp-up time.
Key Responsibilities
Governance & Board Relations
- Coordinate logistics for Board of Trustees and Committee meetings, including scheduling and virtual platform setup
- Prepare agendas, compile board packets, and record accurate meeting minutes
- Maintain the Board of Trustees roster and governance contact information
Administrative & Executive Support
- Manage the CEO's calendar, resolving conflicts and prioritizing key engagements
- Maintain the President/CEO's LinkedIn presence during the coverage period
- Set up and run Zoom/virtual meetings for a smooth participant experience
- Assist in organizing information for annual financial audits and internal reviews
Development & Donor Stewardship
- Support donor "thank you" mailings and other stewardship touchpoints
- Assist with special projects as needed
Qualifications
- 3 years supporting executive-level leadership; nonprofit or healthcare experience strongly preferred
- Strong Microsoft Office and Google Workspace skills; comfortable running Zoom independently
- Excellent writing skills, particularly for formal minutes and correspondence
- High discretion with confidential board and donor information
- Able to work independently and pick up an existing workflow quickly given the short assignment length
Disclaimer
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any additional duties or other job-related duties as requested by their supervisor. This document does not create an employee contract, implied or otherwise, other than at-will employment.
Salary : $23 - $25