Overview
Administrative Support Team Associate, Newport Centre – Jersey City – Part Time Jobs in Jersey City, NJ at Macy’s
JOB DESCRIPTION
DIRECT ACCOUNTABILITY: President (Reporting to Chief of Staff)
SUMMARY:
Provides high-level and confidential administrative support for President including managing
calendar, scheduling meetings and coordinating travel. Additional responsibilities include
maintaining office files and records, preparing and editing correspondence, reports, and
presentations as well as managing calls, emails and mail.
QUALIFICATIONS:
Bachelor’s degree in business administration preferred or equivalent work experience.
Minimum of two years in executive administrative support, nonprofit organization preferred.
Excellent written and verbal communication skills. Strong time-management skills and an ability
to organize and coordinate multiple concurrent projects. Proficiency with office productivity
tools (such as Microsoft Office Suite, donor database software and Canva) and an aptitude for
learning new software and systems. Blackbaud database software experience a plus. Flexible
team player, willing to adapt to changes and unafraid of challenges. Maintain professionalism
and strict confidentiality with all materials.
DUTIES AND RESPONSIBILITIES:
1. Manage scheduling for President, including agendas, mail, email, phone calls, and other
logistics including conference room management.
2. Coordinate multidepartment scheduling and internal calendar management, as well as
content and flow of information to Senior Executive Staff.
3. Manage travel logistics and activities, including accommodations, transportation, and
meals, for President.
4. Provide administrative and office support, such as typing, meeting transcription,
PowerPoint, spreadsheet creation, and maintenance of filing system and contacts database.
5. Organize internal communications and plan internal meetings and events, such as Executive
Staff meetings and annual retreat, staff appreciation events, and all staff meetings.
6. Assist in philanthropy record management, including donor data entry and database
maintenance, processing gift acknowledgments, and conducting donor research.
7. Assist in managing BOT meetings including preparing presentations, scheduling, room set
ups, recording, and distributing meeting minutes.
8. Act as liaison with BOT members and committee members.
9. Perform general office duties such as ordering supplies, managing Museum wide
subscriptions, and maintaining digital and paper records.
10. Assist the President with special projects and initiatives as needed.
11. Performs other duties as assigned and qualified.
COMPETENCIES:
1. Motivated self-starter with the ability to function effectively with minimal direction.
2. Employs a strong work ethic and high standards for their own work and the work of
others.
3. Sees the possibilities as opposed to the obstacles and is a creative and tenacious
problem solver.
4. Is personable, analytical, articulate, and an excellent written and verbal communicator.
5. Is forward thinking and results oriented.
6. Verbal Communication Skills.
7. Excellent customer service skills.
8. Time Management.
9. Detail oriented and excellent organizational skills.
10. Excellent relationship building skills.
11. Personal Effectiveness/Credibility.
12. Flexibility.
13. Technical Capacity Desired.
14. Stress Management/Composure.
SUPERVISORY RESPONSIBILITY:
This
WORK ENVIRONMENT:
This job operates in a professional office environment. This role routinely involves using
standard office equipment such as computers, phones, photocopiers, filing cabinets and fax
machines.
PHYISICAL RQUIREMENTS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. While performing the
duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger,
handle, or feel objects, tools or controls; reach with hands and arms; balance; stoop, kneel; talk
or hear. The employee must occasionally lift and/or move up to 25 pounds.
This is a part-time, hourly
scheduling requirements. Must be available evenings, weekends and holidays as needed.
TRAVEL:
No overnight travel is expected for this
REQUIRED EDUCATION AND EXPERIENCE:
1. Associate’s degree in business administration preferred or equivalent work experience.
2. Minimum of two years in executive administrative support, nonprofit organization
preferred.
ADDITIONAL ELIGIBILITY QUALIFICATIONS:
1. Must have a valid class E driver license and own vehicle.
Title: Administrative Support Team Associate, Newport Centre – Jersey City – Part Time
Company: Macy’s
Location: Jersey City, NJ
