Administrative Assistant

Posted on July 15, 2020

Administrative Assistant and Office Manager

New Jersey

Successful and expanding youth organization is seeking a full time professional for administrative and office duties based in Teaneck.

Essential Functions

        Office Manager

  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Manage all communication from and to the office including all email accounts assigned to the office.
  • Perform general office duties, such as obtaining supplies, maintaining records, manage database systems, and performing basic bookkeeping work.
  • Perform general clerical duties to include but not limited to: photocopying, emailing, faxing, mailing and filing.
  • Maintain hard copy and electronic filing system.
  • File and retrieve corporate documents, records, and reports.
  • Open, sort, and distribute incoming correspondence, including emails and faxes.     
  • Meet and greet visitors and partners.
  • Liaise with the Building Manager and other departments and/or tenants in the building on all building related matters.
  • Responsible for general upkeep and maintaining the office appearance.


     Administrative Assistant

  • Prepare correspondences, invoices, reports, memos, letters, materials for publications and presentations and other documents, using word processing, spreadsheet, database, or presentation software.
  • Maintain Regional and executive calendar.
  • Manage call list.
  • Coordinate information and work flow between Regional Director and other staff members.
  • Prepare and maintain Executive expense reports.
  • Setup and coordinate meetings and conferences.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives and committees.
  • Attend meetings and create, transcribe, and distribute meeting agendas and minutes.
  • Manage executive correspondence including emails and letters.
  • Update all databases including: Internal fundraising database, Velocity, Iceberg, and Six Flags database.


        Logistical Support

  • Help coordinate all logistical aspects of Regional Conventions and Regional events including:   budgets, transportation, hotel/housing arrangements, invitations, schedule and activities.
  • Assists City Directors and Development staff with logistical elements of events and programs.
  • Manages all program communication flow from office to general public including:  parents, donors, teens, staff, and community contacts in consultation with Regional Director and Development staff.


        Development Support

  • Takes the lead roll in all administrative and logistic aspects of development including:
  1. Planning and executing development events
  2. Coordinating with local and national media on advertising
  3. Selling Six Flags Tickets
  4. Communication with donors as necessary including mailing receipts, arranging payment, and confirming pledges.                                       
  • Supports Regional Director and development staff as needed.


Job Qualifications:

  • 2-3 years previous work experience with administrative duties. 
  • High School diploma or equivalent preferred.
  • Strong knowledge and experience with Microsoft Office and Google Suite.
  • Strong written and verbal communication skills.
  • Must be able to project a professional company image through in-person and phone interaction.  
  •  Must  have a strong ability to maintain strict confidentiality.


Compensation and Benefits

  • This is a full time job with NCSY.  Salary commensurate with experience. 
  • Health Insurance:

       OU Contributes 50% towards 4 excellent health insurance options through Aetna.

  • Income protection: 

       OU offers life and disability insurance at no cost to the employee.

  • Save for tomorrow:

 A 403B Retirement plan is offered through MetLife and/or Nationwide regardless of   length of  service. After completion of 3 years consecutive full-time employment, the OU will contribute the equivalent of 5% of the employee wages toward retirement as long as employee contributes at least 3% of wages


Forward resumes to:
Aliza Eisenbach, NJ NCSY Assistant Regional Director