Administrative Assistant

Administrative Assistant Boys & Girls Club of Paterson and Passaic Paterson, NJ Job Details Temporary | Full-time $35 an hour 2 days ago Qualifications Meeting minutes Stakeholder engagement Program management Workflow management (operations management method) Bachelor's degree in business Zoom Executive administrative support Mid-level 3 years Master's degree High school diploma or GED Project management Bachelor's degree Task prioritization Decision making Microsoft Teams Public relations Managing executive calendars Business Travel scheduling Stakeholder management Full Job Description About us The mission of the Boys & Girls Club of Paterson and Passaic is to inspire and enable all young people, especially those that need us most, to realize their full potential as productive, responsible and caring citizens. The Boys & Girls Club of Paterson and Passaic offers a safe, wholesome after school environment for kids age 5 through 18 to have fun and learn. During summer months, a day camp is offered. Our professional staff and team of dedicated volunteers deliver a comprehensive array of high quality educational, social, and recreational programs.

POSITION SUMMARY

This position will act as support to the C-suite leadership to ensure projects and initiatives are executed under the direction of the C-suite leadership. This role also serves on the Leadership Team and supports as appropriate. This is an in office position, working out of our Paterson Clubhouse.

RESPONSIBILITIES

• Manage complex calendars for C-suite leadership, including scheduling, calendar invites, and coordination of internal and external meetings.
• Coordinate all Board of Directors logistics, including meeting scheduling, communications, and follow-ups.
• Prepare and distribute board materials, including comprehensive board packets and supporting documentation.
• Record and maintain accurate board meeting minutes and track action items to completion.
• Arrange executive travel logistics, including flights, accommodations, transportation, and detailed itineraries.
• Set up and manage virtual meetings (Zoom/Teams), including scheduling links and ensuring seamless execution.
• Draft and send donor acknowledgment letters and executive correspondence on behalf of leadership.
• Enter and maintain donor records, including timely and accurate logging of contributions in the CRM database.
• Track RSVPs, manage scheduling conflicts, and ensure executives are fully prepared for all engagements.
• Serve as a liaison between executive leadership, board members, and external stakeholders.
• Maintain strict confidentiality and professionalism in handling sensitive organizational information.

REQUIREMENTS

• Bachelor's degree in business or a related field required, Master's degree preferred.
• Three to five years' administrative support experience in an executive-level position in a dynamic fast-paced environment, preferred.
• Project and/or program management experience preferred.
• Ability to maintain strict confidentiality in all matters, whether inside or outside the organization.
• Ability to work independently with no supervision, make decisions in accordance with company policies, and work effectively with the CEO, Board of Directors, management, staff, stakeholders, and the public.
• Proven organizational skills, self-starter, multi-tasker, and the ability to take initiative and meet priorities in a fast-paced environment with a high level of accuracy and attention to detail.
• Ability to prioritize work assignments and organize workflow to meet deadlines.
• Ability to meet numerous deadlines, work with frequent disruptions, and reprioritize assignments as necessary.
• Proven experience driving complex projects while successfully executing and implementing concepts, plans, and initiatives.
• Successful experience in and the ability to work as a member of an effective team, work with multiple departments, and work under pressure, always maintaining a sense of humor.
• Experience in and the ability/willingness to convey a positive and professional image; maintain effective public relations, always with courtesy and respect and using tact and good judgement

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

In order to perform this job successfully, an individual must meet the physical requirement necessary to complete the essential job duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards. Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards Require the mobility to sit, stand, stoop, reach, walk, bend and lift up to 40 Lbs. May be required to use personal vehicle in the course of employment. May be required to work some evenings and weekends. May be required to attend periodic evening meetings.

DISCLAIMER

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job. Boys & Girls Club of Paterson and Passaic provided the following inclusive hiring information: We are an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Job Types:

Full-time, Temporary Pay:

$35.00 per hour

Education:

High school or equivalent (Preferred)

Experience:

Administrative:

2 years (Preferred)

Work Location:

In person