Executive Admin Assistant

PeopleShare is seeking a highly organized and motivated Executive Administrative Assistant to support a Chief Operating Officer. This role is ideal for someone who thrives in a fast‑paced environment, enjoys variety in their workday, and is committed to supporting an agency dedicated to helping others. This is an on‑site position based in Washington, NJ, with occasional travel to other CFS locations and community events.

Location:

Washington, NJ Schedule:

Monday-Friday, 35 hours/week

Pay Rate:

$28-$30 per hour

Reports To:

Chief Operating Officer Responsibilities:

Work closely with the COO daily to complete a wide range of tasks in a fast‑paced environment. Manage an active calendar, including scheduling and rescheduling appointments. Prepare and distribute memos, emails, and confidential correspondence. Schedule multi‑party phone calls, in‑person meetings, Zoom meetings, and large group events. Assist with contract report submissions, grant proposals, and funder correspondence. Support leadership staff with timely submissions and documentation. Reconcile the COO's monthly credit card statements and submit documentation to Finance. Review financial submissions (check requests, credit card statements) from program directors. Plan agency birthday events and purchase staff gifts. Travel to CFS locations in Northern NJ (Sussex, Warren, Morris, Essex, Passaic) and occasionally Southern NJ (Atlantic, Camden, Gloucester, Salem).

Requirements:

Education:

Bachelor's Degree in Communication or related field preferred; High School Diploma or equivalent required.

Experience:

3-5 years in an office environment; supervisory experience preferred but not required.

Skills:

Exceptional organization, time management, and communication abilities Strong proficiency in Zoom, Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), and Google Suite (Sheets, Docs, Calendar, Drive) Ability to work independently and take initiative Ability to collaborate effectively with internal and external stakeholders Comfort working in a fast‑paced environment IND8