Executive Assistant to the CEO

The Executive Assistant at Family Promise of Sussex County plays a crucial role in providing comprehensive administrative support to the Chief Executive Officer. This position requires a highly organized individual who can manage multiple priorities, communicate effectively, and understand the nonprofit human service environment. The Executive Assistant will ensure the efficient operation of the executive office and enhance the productivity of the leadership team while effectively managing the organization’s operations and strategic initiatives. This position is responsible for handling sensitive information with discretion and integrity.

Essential Duties and Responsibilities include:

· Maintain accurate records, reports, and documents.

· Plan and coordinate meetings, create agendas, distribute materials, take minutes, and follow up on action items.

· Develop and maintain relationships with internal and external stakeholders including board members, donors, and staff.

· Prepare agency reports, with attention to content, presentation, correspondence, and distribution.

· Assist with special projects, fundraising events, and research.

· Assist with preparations and submissions of agency information for the annual audit and other fiscal reporting.

· Track expenses, prepare invoices, and assist with budget management.

· Prepare board materials, manage board meeting schedules, and facilitate communication with board members.

· Order office supplies, manage equipment maintenance, and coordinate facilities management.

· Process donations, update donor databases, send thank-you letters, and manage donor communications.

· Draft emails, letters, and other communications, manage incoming calls, and respond to inquiries.

· Maintain filing systems, organize documents, and ensure proper recordkeeping.

· Prioritize required workload, tasks, and manage multiple projects to meet deadlines.

· Assist with event planning, logistics, registration, and follow-up.

· Create newsletters, memos, and other communications as needed to share information to staff and other stakeholders.

· Support efforts for process improvements.

· Provide overall administrative support to the CEO.

Requirements

· Strong professional communication with clear and concise written and verbal skills to interact with diverse stakeholders.

· Ability to identify and resolve issues.

· Proficiency with Microsoft 365, donor management software, and other productivity tools and resources.

· Work well under pressure and handle changing priorities effectively in a fast-paced environment to meet multiple and competing deadlines.

· Strong work ethic and ability to work independently to support the mission of the organization.

Maintain high standards for organization and accuracy in data entry, recordkeeping, and document preparation.

· Demonstrates professional and cooperative behavior.

· Ability to interface with competing personalities, responsibilities, and agendas.

· 3 years' experience in Administrative Support.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Administrative Support: 3 years (Preferred)

Work Location: In person

Salary : $60,000 - $65,000