Executive Assistant and Special Projects Manager

Executive Assistant & Special Projects Manager ( SY 25 - 26)

The Community Charter School of Paterson is seeking an Executive Assistant & Special Projects Manager.

The Executive Assistant & Special Projects Manager plays a pivotal role in supporting the efficient operation of an organization by providing administrative assistance to top-level executives. This position requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple tasks simultaneously. The Executive Assistant & Special Projects Manager serves as a primary point of contact between executives and internal/external stakeholders, handling correspondence, scheduling meetings, and managing various administrative tasks to ensure the smooth functioning of executive offices.

Calendar Management

Essential Duties and Responsibilities:

• Coordinate and manage executives' schedules, including arranging meetings, appointments, and travel itineraries.
• Prioritize conflicting demands and ensure executives' time is optimized effectively.
  
  

Communication

• Serve as a liaison between executives and internal/external contacts, including screening and directing phone calls, emails, and other correspondence.
• Draft, proofread, and edit documents, presentations, and reports as required.
  
  

Administrative Support

• Provide general administrative support, such as organizing files, handling invoices, managing expense reports, and maintaining office supplies.
• Prepare meeting agendas, take minutes, and follow up on action items.
  
  

Board Secretary

• Coordinate board meetings and prepare agendas.
• Record and distribute accurate meeting minutes.
• Ensure compliance with legal and regulatory requirements.
• Serve as a communication point for board members and stakeholders.
• Support governance processes and maintain corporate records.
  
  

Travel Coordination

• Arrange travel accommodations, including flights, hotel reservations, and ground transportation, ensuring cost-effectiveness and adherence to company policies.
  
  

Information Management

• Maintain confidential records and files, ensuring data accuracy and integrity.
• Conduct research and compile information as requested by executives.
  
  

Event Planning

• Assist in planning and coordinating corporate events, conferences, and meetings.
  
  

Relationship Management

• Build and maintain positive relationships with internal and external stakeholders.
• Handle inquiries and requests in a professional and timely manner.
  
  

Special Projects

• Support executives in various special projects, initiatives, or tasks as needed.
  
  

Qualifications

• Bachelor's degree preferred.
• 2 years of experience preferred.
• Proven experience as an Executive Assistant or similar role.
• Proficiency in MS Office Suite and other relevant software applications.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and organizational abilities.
• Effective communication skills, both written and verbal.
• Maintains confidentiality of sensitive information.
• Ability to work independently and collaboratively in a fast-paced environment.
  
  

Community Charter School of Paterson is among the top 1% in the state for student growth in math and reading—proof of our commitment to academic excellence.

Community Charter School of Paterson is an equal-opportunity employer.