Executive Administrative Assistant jobs in New Jersey

Position Title: Administrative Assistant

Reports to: President & CEO and Director of Operations

Status: Non-Exempt Full Time(32 hours per week)

Benefits: Eligible for full benefits package

Job Summary:

The Administrative Assistant provides high-level administrative and organizational support to the President & CEO and the Director of Operations. This role is critical to ensure efficient executive operations and seamless coordination of leadership and board-related activities. The position requires discretion, strong organizational skills, initiative, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Executive Support

· Manage complex calendars for the President & CEO and Director of Operations.

· Prepare correspondence, reports, presentations, and meeting materials.

· Draft agendas, take meeting minutes, and track follow-up action items.

· Screen calls and emails; respond or redirect as appropriate.

· Maintain confidential files and sensitive organizational information.

· Assist with strategic projects and special initiatives as assigned.

Board & Leadership Meeting Coordination

· Coordinate logistics for BOT, EC, AC, Managers’ Meetings, and 109 Meetings.

• Develop and distribute annual meeting calendars.
• Prepare and distribute meeting notices, agendas, and board packets.
• Compile reports and supporting documentation from leadership team members.
• Record and distribute accurate meeting minutes.
• Track follow-up assignments and governance documentation.
• Maintain board members’ contact information and attendance records.

Operational & Administrative Support

• Maintain organized digital and physical filing systems.
• Coordinate vendor communications and service agreements as needed.
• Support documentation of policies and procedures.
• Assist with internal communications and organization-wide announcements.
• Provide administrative support for cross-departmental initiatives.

Office & Organizational Support

• Support office supply inventory and ordering.
• Serve as a point of contact for staff administrative needs.
• Assist with event logistics, staff meetings, and organizational functions.
• Support HR administrative tasks such as onboarding paperwork and personnel file organization.

Data & Reporting

• Maintain accurate databases and contact lists.
• Assist with data tracking and internal reporting.
• Support grant documentation preparation and recordkeeping as needed.

Qualifications

• Associate’s degree or equivalent work experience required; Bachelor’s degree preferred.
• 3+ years of administrative support experience, preferably supporting senior leadership.
• Experience coordinating board or governance meetings strongly preferred.
• Exceptional organizational and time-management skills, and the ability to multitask, prioritize, and accomplish assigned tasks timely.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word and Excel) and Google Workspace.
• Ability to handle confidential information with upmost discretion.
• Strong attention to detail and ability to manage multiple deadlines.

Core Competencies

• Professionalism and integrity.
• Strong organizational and project coordination skills.
• Initiative and problem-solving ability.
• Adaptability in a fast-paced environment.
• Strong interpersonal and communication skills.
• Commitment to Lunch Break’s mission and values.

Work Schedule

This is a full-time position at Lunch Break, based on a 32-hour work week. Schedule to be determined in coordination with the President & CEO and Director of Operations. Occasional evening hours may be required to support board and committee meetings.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disability to perform the essential job functions. Employees are required to: walk and climb stairs; reach with hands and arms; be mobile by moving from place to place; carry and lift up to 25 lbs; bend, stoop, or kneel.

Equal Opportunity Employer

Lunch Break, Inc. is an Equal Opportunity Employer and is committed to fostering a workplace that respects and values diversity. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We are committed to providing a work environment that is free from discrimination and harassment, where individuals are treated with respect and dignity.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Retirement plan
• Vision insurance

Education:

• Associate (Required)

Experience:

• Executive administrative support: 3 years (Required)
• Google Workspace: 3 years (Required)
• Microsoft Office: 3 years (Required)

Ability to Commute:

• Red Bank, NJ 07701 (Required)

Work Location: In person