Executive Administrative Assistant

Department: Administrative 

Reports To: Chief Operating Officer 
Location: Camden County, New Jersey 
Employment Type: Full-Time 

Position Summary 

The Executive Administrative Assistant provides high-level administrative and operational support to the Chief Operating Officer. This position serves as a key liaison between executive leadership, government agencies, community partners, staff, and stakeholders. The ideal candidate demonstrates exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced human services environment. 

Essential Duties and Responsibilities 

• Provide comprehensive administrative support to the Chief Operating Officer and executive leadership team. 

• Manage executive calendars, appointments, meetings, and travel arrangements. 

• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other executive-level documents. 

• Coordinate meetings, committee meetings, and executive leadership meetings. 

• Serve as a liaison between executive leadership, staff, government agencies, community organizations, and external stakeholders. 

• Screen and prioritize incoming communications, including emails, phone calls, and correspondence. 

• Assist with special projects, strategic initiatives, and organizational events. 

• Maintain confidential records and sensitive information with the highest level of discretion. 

• Track deadlines, action items, and follow-up activities to ensure timely completion. 

• Coordinate logistics for conferences, trainings, community meetings, and public events. 

• Support grant administration and reporting activities as assigned. 

• Prepare expense reports, procurement requests, and budget-related documentation. 

• Maintain filing systems and ensure compliance with organizational and regulatory requirements. 

• Assist in developing and implementing administrative policies and procedures. 

• Perform other duties as assigned to support organizational operations and mission objectives. 

Qualifications 

Education 

• Associate's degree required; Bachelor's degree in Business Administration, Public Administration, or a related field preferred. 

Experience 

• Minimum of 5 years of progressively responsible administrative experience supporting senior executives. 

• Experience in nonprofit, government, healthcare, or social services settings preferred. 

• Experience coordinating stakeholder engagement meetings and working with executive leadership strongly preferred. 

Knowledge, Skills, and Abilities 

• Excellent verbal and written communication skills. 

• Strong organizational and time-management abilities. 

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

• Ability to handle confidential and sensitive information with discretion. 

• Strong attention to detail and accuracy. 

• Ability to prioritize multiple assignments and meet deadlines. 

• Professional demeanor and customer-service orientation. 

• Knowledge of social services, public sector operations, or nonprofit administration preferred. 

• Ability to work independently and exercise sound judgment. 

Physical Requirements 

• Prolonged periods of sitting and working at a computer. 

• Ability to occasionally lift and carry materials up to 20 pounds. 

• Ability to attend meetings and events throughout Camden County as needed. 

Working Conditions 

• Office-based environment with occasional travel to community locations and meetings. 

• May require occasional evening meetings or special events. 

Salary  

$55,000 

Equal Employment Opportunity 

The organization is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status. 

This version is tailored for a nonprofit or county-affiliated social service agency and reflects executive-level administrative responsibilities common in human services organizations.