What are the responsibilities and job description for the Executive Assistant position at The Children's Home Society of New Jersey?
Job Summary
We are seeking a dynamic and highly organized Executive Assistant to provide comprehensive administrative support to our leadership team. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and handling a variety of clerical tasks with professionalism and efficiency. The ideal candidate will possess exceptional organizational skills, a proactive attitude, and the ability to manage multiple priorities in a fast-paced environment. This paid position offers an exciting opportunity to contribute to the success of our organization while developing valuable skills in office management and executive support.
Responsibilities
- Manage and maintain detailed calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.
- Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing itineraries for executives.
- Handle incoming calls with professional phone etiquette, screen inquiries, and direct communications appropriately across multi-line phone systems.
- Prepare, proofread, and transcribe documents, reports, emails, and correspondence ensuring accuracy and clarity.
- Organize files electronically and physically through efficient filing systems; manage document storage and retrieval processes.
- Support project coordination efforts by tracking deadlines, preparing agendas, taking minutes during meetings, and following up on action items.
- Assist with bookkeeping tasks using QuickBooks or similar software; perform data entry for invoices, expense reports, and financial records.
- Provide personal assistant support as needed, including managing personal appointments or errands for executives.
- Utilize office management skills to oversee supply inventory, coordinate office maintenance requests, and ensure a well-functioning workspace.
- Maintain confidentiality of sensitive information while demonstrating excellent organizational skills and attention to detail.
Experience
- Proven experience as an executive assistant or in a similar administrative role within an office environment.
- Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Docs, Sheets), and data entry tools.
- Strong organizational skills with the ability to multitask effectively in a fast-paced setting.
- Experience with calendar management tools such as Microsoft Outlook Calendar or Google Calendar is essential.
- Familiarity with bookkeeping software like QuickBooks or similar platforms is preferred.
- Excellent typing speed combined with transcription skills; keen proofreading abilities for professional communication.
- Prior experience in event planning or project coordination is highly desirable.
- Exceptional customer service skills along with polished phone etiquette for handling internal and external inquiries.
- Office management experience including filing systems, front desk responsibilities, and clerical support tasks such as data entry and document proofreading. Join us as an Executive Assistant to be an integral part of our team—bringing energy, precision, and proactive support to help drive our organization forward!
Pay: $82,433.34 - $93,145.53 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Relocation assistance
- Tuition reimbursement
- Vision insurance
Work Location: In person
Salary : $82,433 - $93,146