Executive Assistant and Office Manager

About the role

The Executive Assistant & Office Manager supports the mission of United Way of Greater Newark by ensuring the Executive Office operates with efficiency, precision, and care. This role works closely with the Chief of Staff and President & CEO to manage complex scheduling, coordinate key meetings and events, maintain office operations, and provide administrative support that enables senior leadership to focus on UWGN’s strategic priorities.

Responsibilities

• Schedule and manage the Executive Office, including the President & CEO, Chief of Staff, and senior leaders in Resource Development and Community Impact.
• Anticipate scheduling conflicts and proactively identify solutions, ensuring leadership time is protected and well-organized.
• Track and manage meeting logistics, including room reservations, virtual meeting links, and any necessary preparation materials.
• Maintain and monitor shared calendars, flagging time-sensitive commitments to the Chief of Staff.
• Provide day-to-day administrative support to the Chief of Staff and President & CEO, including drafting and proofreading correspondence, managing email inboxes as directed, and handling routine communications.
• Assist in the preparation and assembly of board meeting materials, including printing, organizing, and distributing board packets ahead of quarterly board meetings.
• Support the coordination of internal and external meetings facilitated through the Executive Office, including agenda formatting, note-taking when needed, and tracking follow-up action items in coordination with the Chief of Staff.
• Manage travel arrangements and logistics for the President & CEO and Chief of Staff, including transportation, lodging, and itinerary preparation.
• Process expense reports and reimbursements on behalf of Executive Office staff.
• Maintain accurate and up-to-date contact records in Bloomerang (UWGN’s CRM) for key donors, partners, and stakeholders, in coordination with the Resource Development team.
• Serve as the primary point of contact for office operations, including vendor relationships, building management, supplies, and equipment.
• Ensure the Newark office is well-maintained, organized, and operationally ready for staff, guests, and events.
• Manage incoming and outgoing mail, deliveries, and office communications.
• Cookbook onboarding logistics for new staff, including desk setup, technology access, and supply provision.
• Maintain organizational file systems in SharePoint, ensuring documents are accessible, current, and properly organized.
• Support the management and tracking of office-related vendor contracts and service agreements.
• Serve as the point of contact for IT coordination, troubleshooting basic issues and escalating to external support as needed.
• In coordination with the Chief of Staff, support logistics for UWGN signature events, including the Women’s Leadership Breakfast, Afternoon for ALICE, all-staff meetings, and community convenings.
• Cookier catering, AV setup, venue communication, guest lists, and day-of logistics for Executive Office events and meetings.
• Aid in the preparation of materials for external meetings, including printing, binding, and packaging briefing documents in collaboration with the Chief of Staff.
• Support the Resource Development team with administrative tasks related to donor stewardship, event logistics, and cultivation activities as directed by the Chief of Staff.
• Aid in data entry, tracking, and reporting in Monday.com as needed.

Qualifications

• Associate’s or Bachelor’s degree preferred.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
• Experience with project management platforms such as Monday.com a plus.
• Familiarity with CRM systems, particularly Bloomerang or Salesforce, a plus.
• Excellent written and verbal communication skills, including experience drafting professional correspondence and materials.
• High level of discretion and professionalism when handling confidential information.
• Strong interpersonal skills and the ability to build positive relationships with staff, donors, board members, and community partners.
• Proactive, solutions-oriented mindset with the ability to work independently and anticipate needs.
• Demonstrated ability to manage multiple priorities simultaneously with a high degree of accuracy and follow-through.

Core Competencies

• Organizational Excellence: Exceptional ability to manage competing priorities, maintain meticulous attention to detail, and keep complex systems and schedules running smoothly across the Executive Office.
• Judgment & Discretion: Sound decision-making skills and the ability to handle sensitive and confidential information with the highest level of professionalism and integrity.
• Communication & Correspondence: Strong written and verbal communication skills, with the ability to draft polished, professional materials and represent the Executive Office in interactions with donors, board members, and community partners.
• Proactive Problem-Solving: Ability to anticipate needs, identify issues before they escalate, and take initiative to implement solutions in a fast-paced, mission-driven environment.
• Collaboration & Relationship-Building: Skilled at working across departments and with diverse stakeholders, including senior leadership, board members, funders, and external partners, in coordination with the Chief of Staff.
• Mission & Community Orientation: Genuine commitment to UWGN’s mission of economic mobility and equity, with the ability to work effectively with diverse communities and contribute to an inclusive organizational culture.

Pay

Salary range is $80,000–$90,000 annually, commensurate with experience.