The Executive Assistant is an integral part of the NJHSA team, supporting the President & CEO, providing office management in Paramus, NJ as well as administrative support for all staff working remotely, coordinating the efficient operations of the NJHSA Board of Directors and interfacing with an extensive array of external stakeholders.

Scope of Responsibilities
Executive Assistant to the President & CEO
• Supports the President & CEO by reading, researching and routing correspondence; drafting letters, reports and documents as requested.
• Manages the President & CEO’s calendar, which includes scheduling of all meetings, video conferences, and conference calls.
• Maintains/organizes all files, contact information, emails, and confidential materials.
• Schedules international and domestic travel, which includes adding details to the calendar and creating itineraries.
• Prepares and processes travel itineraries and expense reports.
• Manages follow up and correspondence for visits to agencies and with external stakeholders as needed.
• Special projects and other duties as assigned.

General Administrative Support
• Coordinates scheduling and all related logistics for all routine meetings including board meetings, committee meetings and other gatherings as assigned.
• Schedules staff meetings for all staff and other meetings for staff, as needed.
• Prepares reports by collecting and analyzing information, as needed.
• Supports efficient operations of NJHSA Board of Directors including scheduling/logistics for all Board and committee meetings, providing administrative support for Board campaign and annual nominating process and serving as primary liaison
for all communications.
• Coordinating with other staff as needed for placement of information and resources on NJHSA website and on member agency and board member portals.
• Manages inventory and ordering of all office supplies to support efficient operations of Paramus, NJ office and for staff working remotely.
• Serves as primary liaison to building management for Paramus, NJ office and for all vendors supporting Paramus, NJ office operations.
• Schedules and coordinates travel arrangements for all staff and provides proper back up documentation to Finance.
• Serves as primary liaison to the accounting staff and auditors; supporting the processing of all account payables and ensuring incoming revenue is deposited and tracked for auditing purposes.
• Maintains member agency confidence and protects operations by keeping all NJHSA information confidential.
• Provides historical reference by developing and utilizing filing and retrieval systems; taking notes during meetings, as requested.
• Provided back up support for other agency staff as needed to ensure ongoing operations in the event of staff absences.
• Contributes to team effort by supporting programmatic initiatives as needed.
• Supports the team in tracking vacation, sick, payroll and other HR related activities.
• Special projects and other duties as assigned.

Experience and Qualifications
• BA level degree and at least 3 years of office administrative experience.
• Excellent interpersonal and communication skills, both verbal and written, and the ability to establish and maintain strong relationships with a diverse set of stakeholders including staff, board members, member agencies, external partners and donors.
• High degree of professionalism and emotional maturity with the ability to maintain confidential information with discretion.
• Technically competent and expert in various software programs and platforms, particularly Microsoft Office Suite and a quick learner for other platforms, including NEON database, Survey Monkey and Zoom.
• Impeccable standards for excellence in all work products and high attention to detail.
• Experience working both independently and, in a team-oriented, collaborative environment.
• Demonstrated strong organizational & time management skills and the ability to manage multiple tasks simultaneously often with competing deadlines.
• Ability to manage workload from all staff, to prioritize, to multi-task and to proactively communicate with all regarding timing and completion of projects.
• Ability to remain calm in a small office and fast-paced work environment.
• Willingness to support new initiatives with the goal of contributing toward a growing organization.