Confidential Executive Assistant
New Jersey Educational Facilities Authority New Jersey Educational Facilities Authority Princeton, NJ Princeton, NJ Full-time Full-time $60,000 - $70,000 a year $60,000 - $70,000 a year 1 day ago 1 day ago 1 day ago New Jersey Educational Facilities Authority
Job Description:
Confidential Executive Assistant Supervisory Report:
Direct report to Executive Director/Deputy Executive Director FLSA status:
Exempt Travel:
Minimal Overtime:
Position requires occasional overtime availability on evenings and/or weekends.
Basic Function:
The Confidential Executive Assistant has primary responsibility for providing administrative support to the Executive Director, Deputy Executive Director and other staff as directed by Executive Management.
Position serves as lead coordinator of monthly board meeting activities including, noticing and scheduling of meetings, coordination and distribution of meeting materials, and production and distribution of board minutes; all in compliance with state law and policies.
Position also responsible for general reception functions, administrative support for staff as needed and support on various special projects as directed.
___________________________________________________________________________________________ General
Responsibilities:
1.
Promotes and demonstrates excellent communication and information sharing with the Authority Board, Executive Management, staff, and other constituencies of the Authority.
2.
Maintains strong and collaborative working relationships with all members of the Authority's team, including Executive Management, Directors, Managers, and staff.
3.
Demonstrates teamwork, initiative, sharing of ideas and collaboration with colleagues and Divisions on special projects.
4.
Helps ensure the smooth running of the Authority's office and helps to improve Authority procedures and day-to-day operations.
5.
Helps to create and maintain a collaborative work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Authority Board Meeting
Responsibilities:
1.
Under supervision and direction of Executive Management, and working with the Division of Compliance, the position helps ensure that the Authority Board operates efficiently and compliantly with relevant laws and regulations.
2.
Liaises with Authority Board; monitors and determines the availability of a quorum for monthly Board meetings and committees of the Board.
3.
Organizes and schedules monthly agenda meetings; schedules special meetings as directed; schedules off-site board meetings at various colleges/universities as requested; and manages meeting cancellations.
4.
Prepares and files required notices for special board meetings, changes of meeting dates and/or cancellations.
Schedules and publishes the annual notice of meetings and maintains compliance with the Open Public Meetings Act.
5.
Compiles meeting agendas, resolutions, supporting documentation and other materials and manages distribution to the Board and other interested parties.
6.
Drafts and distributes meeting notes/script for the Board Chair, Executive Director and other staff and interested parties as necessary.
7.
Prepares Board meeting minutes; manages proper recording of minutes, certification and distribution to the Governor's Office and other parties as required.
8.
Maintains certain databases including the Authority's Records of Motions and adopted resolutions.
9.
Works with Director of Compliance to maintain documentation on policies and procedures governing Board meetings.
Daily Operational
Responsibilities:
1.
Provides administrative support for Executive Management and other Divisions and staff as directed.
2.
Schedules meetings and conference calls for the Executive Director, Deputy Executive Director, the Board, and others as requested; maintains calendars for Executive Management and staff.
3.
Prepares, distributes maintains, and tracks correspondence of the Executive Director, Deputy Executive Director and others as requested.
4.
Communicates with college/university representatives and professional consultants as requested.
5.
Copies, files, scans, faxes, composes correspondence, enters data, and maintains records.
6.
Supervises and coordinates with facility management vendors for office needs, including cleaning, catering, and security services.
7.
Assists Accounting Manager in overseeing purchasing and inventory of all office supplies and promotional materials.
8.
Manages all mail-related functions, including Federal Express/UPS, incoming and outgoing faxes.
9.
Maintains Authority's database of business contacts.
10.
Directs incoming calls and arranges for back-up assistance when absent.
11.
Organizes conference rooms before and after meetings.
Provides general support to office visitors including greeting visitors, announcing arrivals, and offering refreshments.
12.
Special projects and other duties as assigned.
This job description is a general job description of essential job functions.
It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform.
All employees of New Jersey Educational Facilities Authority (NJEFA) are expected to perform tasks as assigned by NJEFA supervisory/management personnel, regardless of job title or routine job duties.
September 23, 2023 Job Type:
Full-time Pay:
$60,000.
00 - $70,000.
00 per year
Benefits:
401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Parental leave Retirement plan Tuition reimbursement Vision insurance Schedule:
8 hour shift Monday to Friday People with a criminal record are encouraged to apply Ability to commute/relocate:
Princeton, NJ 08540:
Reliably commute or planning to relocate before starting work (Required) Work Location:
Hybrid remote in Princeton, NJ 08540 Supervisory Report:
Direct report to Executive Director/Deputy Executive Director.
Estimated Salary: $20 to $28 per hour based on qualifications.
Job Description:
Confidential Executive Assistant Supervisory Report:
Direct report to Executive Director/Deputy Executive Director FLSA status:
Exempt Travel:
Minimal Overtime:
Position requires occasional overtime availability on evenings and/or weekends.
Basic Function:
The Confidential Executive Assistant has primary responsibility for providing administrative support to the Executive Director, Deputy Executive Director and other staff as directed by Executive Management.
Position serves as lead coordinator of monthly board meeting activities including, noticing and scheduling of meetings, coordination and distribution of meeting materials, and production and distribution of board minutes; all in compliance with state law and policies.
Position also responsible for general reception functions, administrative support for staff as needed and support on various special projects as directed.
___________________________________________________________________________________________ General
Responsibilities:
1.
Promotes and demonstrates excellent communication and information sharing with the Authority Board, Executive Management, staff, and other constituencies of the Authority.
2.
Maintains strong and collaborative working relationships with all members of the Authority's team, including Executive Management, Directors, Managers, and staff.
3.
Demonstrates teamwork, initiative, sharing of ideas and collaboration with colleagues and Divisions on special projects.
4.
Helps ensure the smooth running of the Authority's office and helps to improve Authority procedures and day-to-day operations.
5.
Helps to create and maintain a collaborative work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Authority Board Meeting
Responsibilities:
1.
Under supervision and direction of Executive Management, and working with the Division of Compliance, the position helps ensure that the Authority Board operates efficiently and compliantly with relevant laws and regulations.
2.
Liaises with Authority Board; monitors and determines the availability of a quorum for monthly Board meetings and committees of the Board.
3.
Organizes and schedules monthly agenda meetings; schedules special meetings as directed; schedules off-site board meetings at various colleges/universities as requested; and manages meeting cancellations.
4.
Prepares and files required notices for special board meetings, changes of meeting dates and/or cancellations.
Schedules and publishes the annual notice of meetings and maintains compliance with the Open Public Meetings Act.
5.
Compiles meeting agendas, resolutions, supporting documentation and other materials and manages distribution to the Board and other interested parties.
6.
Drafts and distributes meeting notes/script for the Board Chair, Executive Director and other staff and interested parties as necessary.
7.
Prepares Board meeting minutes; manages proper recording of minutes, certification and distribution to the Governor's Office and other parties as required.
8.
Maintains certain databases including the Authority's Records of Motions and adopted resolutions.
9.
Works with Director of Compliance to maintain documentation on policies and procedures governing Board meetings.
Daily Operational
Responsibilities:
1.
Provides administrative support for Executive Management and other Divisions and staff as directed.
2.
Schedules meetings and conference calls for the Executive Director, Deputy Executive Director, the Board, and others as requested; maintains calendars for Executive Management and staff.
3.
Prepares, distributes maintains, and tracks correspondence of the Executive Director, Deputy Executive Director and others as requested.
4.
Communicates with college/university representatives and professional consultants as requested.
5.
Copies, files, scans, faxes, composes correspondence, enters data, and maintains records.
6.
Supervises and coordinates with facility management vendors for office needs, including cleaning, catering, and security services.
7.
Assists Accounting Manager in overseeing purchasing and inventory of all office supplies and promotional materials.
8.
Manages all mail-related functions, including Federal Express/UPS, incoming and outgoing faxes.
9.
Maintains Authority's database of business contacts.
10.
Directs incoming calls and arranges for back-up assistance when absent.
11.
Organizes conference rooms before and after meetings.
Provides general support to office visitors including greeting visitors, announcing arrivals, and offering refreshments.
12.
Special projects and other duties as assigned.
This job description is a general job description of essential job functions.
It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform.
All employees of New Jersey Educational Facilities Authority (NJEFA) are expected to perform tasks as assigned by NJEFA supervisory/management personnel, regardless of job title or routine job duties.
September 23, 2023 Job Type:
Full-time Pay:
$60,000.
00 - $70,000.
00 per year
Benefits:
401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Parental leave Retirement plan Tuition reimbursement Vision insurance Schedule:
8 hour shift Monday to Friday People with a criminal record are encouraged to apply Ability to commute/relocate:
Princeton, NJ 08540:
Reliably commute or planning to relocate before starting work (Required) Work Location:
Hybrid remote in Princeton, NJ 08540 Supervisory Report:
Direct report to Executive Director/Deputy Executive Director.
Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
