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Executive Assistant

Girl Scouts Heart Of Nj • Full-time • Westfield, New Jersey • 4w ago

Job Details

Westfield Service Center - Westfield, NJ

Full Time

$75000.00 - $83000.00 Salary/year

Nonprofit - Social Services

Who We Are...

Girl Scouts Heart of New Jersey (GSHNJ) is one of four Girl Scout Councils supporting the New Jersey area. We service all of Hudson, Essex, Union, Somerset, Hunterdon, and portions of Middlesex and Warren counties. We operate offices in Westfield and North Branch, NJ; and maintain camp properties in Maplewood, Hillsborough, and Middleville, NJ.

The Mission...

Building girls of courage, confidence, and character who make the world a better place. Here at GSHNJ, we offer every girl a chance to do something amazing!

The Role...

We are looking for a talented individual to join our dynamic and experienced team as Executive Assistant who provides administrative and organizational support for the Chief Executive Officer (CEO) and serves as a vital liaison to the Board of Directors (BOD). As a pivotal member of the executive team, the Executive Assistant plays a critical role in ensuring the CEO’s time, priorities, and objectives are effectively managed, stewarding relationships with internal and external stakeholders, and enabling successful execution of the council’s high-impact initiatives. The Executive Assistant’s major responsibilities extend beyond schedule management to include strategic and operational support, project coordination, and relationship management. As the primary liaison to the Board of Directors, the Executive Assistant coordinates communication, meetings, records and reports for the Board.

Here's What You Will Be Doing...

Manages and optimizes the CEO’s schedule and calendar including coordinating meetings, resolving schedule conflicts, and ensuring alignment with strategic priorities and goals of the office.
Acts as gatekeeper for the CEO, screening and prioritizing emails, calls, meeting requests, project tasks, etc. while also ensuring timely follow-up on critical matters.
Anticipates the needs of the CEO, proactively bringing together appropriate people and resources to support them in addressing issues.
- Proactively prepares the CEO for upcoming meetings and engagements.
- Facilitates communication and knowledge-sharing between the CEO, COO, CFO, and the senior leadership team.
- Provides reporting and analytic support including organizing and prioritizing information to facilitate efficient decision-making and advising the CEO as appropriate. Establishes efficient reporting capabilities to allow the C-Suite to easily access and act on important information.
Manages the CEO’s external contacts by proactively identifying key stakeholders, prioritizing relationships, and tracking periodic communication needs. Serves as the CEO's representative and ambassador to external constituents as directed.
Acts as trusted advisor to the CEO, offering input on employee engagement strategies, organizational priorities, and operational challenges.
- Builds strong relationships with employees to enhance responsiveness and identify new strategic opportunities.
- Collaborates with executive team regarding company culture, employee well-being, and related strategic initiatives.
Conducts variety of administrative tasks for the CEO including phone, email, and mail correspondence, coordinating travel, ordering supplies, submitting GSUSA reporting, and other duties as assigned.
- Prepares correspondence, memoranda, presentations, reports, and other documents as requested.
- Processes and maintains expenses and company car personal mileage logs for CEO and submits monthly reports to finance department.
- Coordinates meetings including venue setup, A/V equipment, materials, refreshments, etc.
Effectively manages contacts and relationships with BOD members, and acts as a first point of contact for BOD member inquiries.
Project manages BOD and BOD committee meetings, annual BOD retreat, all staff meetings in collaboration with appropriate stakeholders.
Collaborates with executive leaders in project management of the Annual Meeting and any adjacent governance-related events such as Town Halls or Special Meetings.
Optimizes Board management software, ensuring accuracy of all data and documents.
- Ensures resource materials are maintained and accessible. Ensures BOD complies with GSHNJ’s bylaws and other governance policies.
- Obtains yearly signed conflict of interest forms from all BOD members. Maintains historical and current forms on file.
- Responsible for the management and upkeep of the BOD document storage site.
- Assists BOD committees in maintaining BOD manuals and on-boarding materials.
- Maintains monthly BOD commitment/responsibility dashboards
Ensures Girl Scouting is open to all appropriate youth and adults by actively participating in the development of environments that foster diversity, equity, inclusion, and access through words, actions, and attitude.
Performs other duties as assigned.

Is this you?

B.A. or equivalent experience required.
Minimum of five (5) years in an administrative position supporting C-level executives and BOD.
Proficient PC skills, including using Microsoft Suite (Word, Excel, Power Point, Outlook, Teams) as well as various audiovisual equipment and virtual meeting platforms including Zoom.
Must demonstrate comfort level in learning new technologies and software programs.
Strong organizational and time management skills.
Excellent interpersonal skills and written communication skills.
High level attention to detail with demonstrated ability to work well under pressure of deadlines and multiple priorities.
Self-starter who is able to work independently as well as part of a team.
Ability to anticipate and proactively address needs of the CEO
Supervisory skills preferred.
Excels in a fast-paced environment.
Proactive approaches to problem solving with strong decision-making capability.
Demonstrated ability to maintain confidential information with integrity and discretion, exercising sound judgment, and being proactive.
Ability to interact effectively and diplomatically with all internal/external stakeholders, volunteers, and staff members at all levels of the Council.
Ability to formulate short- and long-term personal and team goals, objectives, schedules, and priorities in line with GSHNJ’s overall strategic plan.
Ability to build, coach and develop an effective, high performing team by promoting partnerships between functional units, collaboratively defining boundaries and outcomes of work responsibilities; sharing information with others; recognizing and rewarding team’s accomplishments; collaborating with others to create optimal solutions.

Additional Eligibility Qualifications

Able to work some evenings and weekends.
Ability to lift and manipulate up to 30 pounds of Girl Scouting products, supplies, or materials.
A valid driver’s license is required if driving a council vehicle. Reliable transportation, whether the employee’s own vehicle or public transportation, is necessary for travel between council properties and throughout the entire service area as needed.
Become a registered member of Girl Scouts and maintain membership for duration of employment.
The job is primarily performed remotely, but Employee may work from the offices as needed. Occasionally, Employee will need to attend meetings, trainings, or work events that may be held in any of these locations, others throughout council jurisdiction, or virtually.

Sound Interesting?

Apply today! Please upload your resume and your cover letter.

We are proud to offer a comprehensive benefits package to support the health and well-being of our employees. Benefits for our full-time employees include medical, dental, and vision insurance; a 403(b) retirement plan; paid time off for vacation, sick days, and holidays; life and disability insurance; professional development opportunities; and a supportive and inclusive work environment.

Girl Scouts Heart of New Jersey is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, basis of disability, or any other federal, state or local protected class.

Employer reserves the right to change the job descriptions at any time.