Newark, NJ - HYBRIDOur client is a privately funded non-profit organization, dedicated to enhancing cleanliness, safety, and beautification of the NJ area, while preserving and enriching culture, commerce, and community. They are searching for an Administrative Assistant to join their team to support the Director of Operations in a one-on-one working relationship.Salary:$50-55k base salary + full comprehensive benefitsThis is a HYBRID position, offering WFH on Mondays and Fridays, with 4 pm finish on in-office days (Tues-Thurs).Job Summary:The Administrative Assistant role is responsible for providing high-level administrative support to facilitate efficient operations and project management within the organization. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. Previous experience in Project Management, Facility Management, or Security Management is preferred but not required.Job Responsibilities:
Administrative Support: - Manage the Director of Operations' calendar, schedule meetings, and organize appointments.
- Prepare reports, presentations, and correspondence on behalf of the Director.
- Handle incoming calls, emails, and correspondence, prioritizing urgent matters.
- Maintain organized records and filing systems, ensuring accessibility and confidentiality.
Operations Support: - Assist in tracking and reporting on operational performance metrics.
- Collaborate with the operations team to coordinate district-wide events and projects.
- Liaise with vendors, contractors, and service providers as needed to support downtown district operations.
- Compile data and draft reports related to district operations and community engagement.
- Assist with project management tasks, ensuring deadlines are met and progress is tracked.
Calendar Maintenance: - Manage and maintain calendars for the Director of Operations & the Project Manager
- Schedule appointments, meetings, and events as needed.
Internal & External Meeting Support: - Assist in scheduling meetings, preparing meeting agendas, and coordinating logistics.
- Take detailed meeting minutes and distribute them as directed
- Identify and note action items in an Action Steps document
Communication & Liaison: - Serve as the first point of contact for internal teams and external partners, ensuring smooth communication flow.
- Draft internal memos, notices, and communication on behalf of the Director of Operations.
- Organize and distribute meeting agendas, take minutes, and follow up on action items.
- Facilitate communication between the Director of Operations, district stakeholders, and team members.
Event & Meeting Coordination: - Plan and coordinate district-wide workshops and events, including logistical arrangements.
- Manage event registrations, materials, and communications.
- Support community engagement activities and events as directed by the Director of Operations.
Special Projects: - Provide support on various special projects as directed by the Director of Operations.
- Conduct research and gather information to assist with decision-making processes.
- Assist with the development of presentations, reports, and proposals for district initiatives.
- Coordinate with various departments to gather necessary images, information, and data.
Project Management Document Organization: - Manage the organization of project documents, including Statements of Work (SOW), project plans, budget documents, vendor agreements, Memorandums of Understanding (MOU), Certificates of Insurance (COI), site layouts, debrief and lessons-learned documents, contracts, and other relevant project-related documents and artifacts.
Qualifications: - 2+ years of experience as an administrative assistant or in a similar role.
- Bachelor's Degree is required.
- Strong proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Google Suite).
- Excellent time management, organizational, and multitasking skills.
- Superior written and verbal communication skills.
- Ability to handle sensitive information with discretion and professionalism.
- Knowledge of operations or project management is a plus.
- Ability to work independently and as part of a team in a fast-paced environment.
- Strong attention to detail and problem-solving skills.
- Friendly and positive attitude is required!
Preferred: - Familiarity with downtown district or similar urban environments.
- Experience in supporting senior-level executives.