Administrative Assistant

Glen Rock, New Jersey, United States Full-time

Charity Navigator works to make impactful philanthropy easier for all. As the largest charity evaluator, the scope of our impact influences the entire nonprofit sector.

Working here, you’ll gain the experience, skills, and nonprofit sector knowledge needed to begin a career in making the world a better place. Depending on your skills and interests, you’ll be given the opportunity to collaborate on marketing, programmatic, or data-driven projects with our passionate and dedicated staff.

We’re currently looking for an Administrative Assistant to join our team in Glen Rock, NJ. The Administrative Assistant will provide day-to-day executive support to the organization's Board of Directors and senior leadership and will assist with daily office operations, such as customer service, financial record keeping, calendar and scheduling management, and communications support.

This energetic and dedicated individual will be the first point of contact most people have with the organization and will play a pivotal role in projecting the enthusiasm and positive tone of our workplace. Additionally, they will need to maintain a sense of professionalism and confidentiality in their work and communications with our Board of Directors and outside stakeholders.

The ideal candidate will be able to execute a variety of projects with constantly shifting priorities, and embodies an eagerness to learn and adapt in a quickly growing organization.

Charity Navigator is proud to offer a comprehensive benefits package to all full time employees.

Main Duties and Responsibilities:

1. Executive Support

  • Manage a variety of responsibilities including communications and relationships with Board of Directors, donors/funders, media, consultants, advisers, etc, on behalf of the CEO and COO.
  • Schedule meetings, draft minutes, follow-up on requests, and craft brief emails or letters.
  • Support the with calendar management, travel arrangements and expense report submissions.
  • Quarterly Board meeting planning and management, including scheduling committee calls, preparing documentation for all meeting presentations, coordinating location and logistics, taking minutes, and any other follow-up, as needed.

2. Office Support

  • Maintain an inventory of office supplies, as needed.
  • Primary user support contact by being on the phone queue and main contact on web-based helpdesk.
  • Maintain contact with building manager for facilities related issues/concerns.

3. Financial Support

  • Support the Finance Manager with bookkeeping, bill pay, and financial record keeping.

4. Collaboration with Fundraising, Marketing, and Product Teams

  • Other duties as assigned, such as, but not limited to:
    • Assisting with planning donor and Board events
    • Supporting the management of Google Ads and Analytics
    • Updating our site pages and testing features during developmental phase
    • Supporting the production and publishing of data-driven studies and site content, such as emails, newsletters, blog posts, etc.

Qualifications:

  • High level of initiative and responsibility with a dedication to quality
  • Strong work ethic, self-motivated and a passion for being part of a high performing culture.
  • Ability to work well in a fast-paced environment and manage time efficiently.
  • Strong interpersonal, verbal, multitasking and organizational skills; exceptional attention to detail.
  • Ability to work with autonomy and function well in a startup environment.
  • Minimum of 1-2 years experience working in an office setting
  • Prior experience in administrative support required.
  • Excellent skills and prior experience in customer service including a positive attitude and tone.
  • Advanced proficiency and strong working knowledge required in Microsoft Office Suite (specifically Word, Excel, Outlook, PowerPoint), Google Suite and Adobe Acrobat.
  • Knowledge of QuickBooks preferred, not required.