Executive Assistant

IRONBOUND COMMUNITY CORPORATION
Program Name: Admin

Job Location: 317 Elm Street Newark, NJ 07105

Job Title: Executive Assistant

Reports to: Hazel Applewhite

Title: Chief Executive Officer

Hours: FLSA Status

☒ Exempt

☐ Nonexempt

Type of position:

☒ Full-time ☐ Consultant/Contractor

☐ Part-time ☐ Intern

Other comments:

JOB DUTIES

The Ironbound Community Corporation (ICC) is a 50+ year nonprofit organization whose mission is to engage and empower individuals, families and groups in realizing their aspirations and, together, work to create a just, vibrant and sustainable community. ICC strives to address the needs of our diverse, multi-lingual, multi-cultural community. Today, ICC serves more than 1,000 children and families every day with a wide range of programs and services. ICC also strengthens communities through advocacy, neighborhood organizing, and community development initiatives.

ROLES AND RESPONSIBILITIES
The Ironbound Community Corporation Executive Assistant is responsible for providing high-level administrative support to ICC’s Executive Leadership Team including the Executive Director, the CFO and the Deputy Director. The person must be professionally savvy and a quick thinker with a “get it done….what’s next?” outlook and must thrive on a challenge. She/he must be able to handle a fast-pace environment, multitasking with exceptional follow up skills and dedication to the task at hand.

Administrative

• Coordinating calendars for Executive Leadership Team. Includes scheduling; monitoring for conflicts and re-scheduling as needed, confirmation of meeting location or meeting links, ensuring sufficient travel time as necessary.
• Maintains communications including drafting email, letters and documents collecting and analyzing information.
• Complete credit card reconciliations, check requests and expense reports for the Executive Team Members.
• Makes travel arrangements as needed.
• Plans, organizes, maintains and updates a variety of files, records and databases.
• Check Emails hourly with purpose of responding to requests for meetings, elevating urgent emails requiring immediate response, and responding on behalf of Exec Team member when appropriate.
• Check voicemails hourly. Refer calls as appropriate to relevant staff members, elevate for response to Exec Team member, including call scheduling as needed.
• Record keeping of important and sensitive info. (e.g. legal matters, or donor contracts, donor commitment letters, proposals, etc.) Disseminating information to appropriate ICC parties.
• Coordinate execution of contracts, and other documents that need review and signature. This includes reviewing contracts, ensuring signature of ED is obtained, sharing executed contract with fiscal and relevant party.
• Support completion and review of timesheets.
• Ensure ED and CFO approve SCP forms and related HR documents.
• Support the CEO and CFO regarding banking related needs such as providing the CEOs authentication information to banking institutions, financial vendors, funder portals etc
• Support the CEO in the coordination of confidential ICC services for ICC employees such as immigration support

Meetings

• Manages logistics for meetings: time, place, refreshments, etc.
• Assist the Executive team in tracking assigned responsibilities and follow up meetings.
• Manages internal administrative meetings and staff/program meetings.
• Support coordination of staff meetings including calendaring of meetings, and supporting items needed for the meetings.
• Support coordination of staff related activities, as requested.
• Assist with external events, as requested by Executive Team Members.

Development

• Assembly of proposals, as requested.
• Update the donor database.
• Draft and mail donor acknowledgement letters.
• Ensure execution of donor contracts and internal/external distribution;
• File contracts and donor communications in shared drive.
• Assist with events as directed by Executive team.

Board Relations

• Work with the Executive Director to coordinate Board activities.
• Prepares documents, etc. for Board and Administrative meetings.
• Collects and compiles various reports from departments for distribution and for the Board meetings.
• Coordinates preparation of records such as agendas, notices, minutes and resolutions for Board meetings.
• Scheduling and coordination of board and committee meetings.
• Tracking attendance for meetings.
• Maintai…