Overview
Executive Assistant Jobs in Elizabethport, NJ at Josephine’s Place
Josephine’s Place
Position Description
Title: Executive Assistant
Position Summary:
The Executive Assistant role assists the Executive Director of Josephine’s Place, manages the general office, is responsible for welcoming women when they come to Josephine’s Place, prepares correspondence, maintains a database of participants along with a database of donors, organizes and maintains files of programs, participants, and donors, keeps accurate financial records of expenses for grants, activities and fundraising events. In times of COVID daily sanitizing and cleaning required.
Responsibilities:
1. Hospitality
- Welcome women when they come…Mission of Sisters of Charity/Josephine’s Place
- Ascertain their primary language and what their interests are.
- Determine how they came to know about Josephine’s Place
2. Telephone
- Greet callers, determine reason for call, log calls and return numbers
- Ensure correct spelling of name and accuracy of number
3. Computer
- Prepare correspondence, flyers and other materials. Ensure accuracy
- Maintain back up files of correspondence, proposals, lists of donors, etc.
- Prepare mailings using mail merge function
- Maintain accurate Database Accounts
- Be proficient in Office Suite of programs, Adobe, AI and other current software and applications
4. Files
- Accurately name and keep documents in network PUBLIC folders
- Maintain files using color coding and alphabetical order
- Ensure that files are updated on a regular basis
5. Participant Records
- Prepare individual folders for each class or event
- Prepare and maintain instructor folders to include class lists and attendance sheets
- Ensure that records are up to date, adding new participants and deleting names of inactive donors
- Organize and complete classes for Computers and English
6. Donations
- Record all donations, including date, name, address and amount on donor data base
- Draft/keep records of thank you letters sent
- Donations should include Tax ID and statement, unless otherwise indicated.
7. Teaching /Mentoring
- Be flexible to carry on an English, computer or other class if the regular instructor is not available.
- Participate in programs that require teaching about administrative assistant duties and skills needed.
- Mentor interns and volunteers in administrative assignments.
- Oversee the tracking, mentoring and compliance for documentation
8. Other projects and responsibilities as needed
Requirements:
High School Diploma, three years administrative assistant experience, computer skills, excellent interpersonal skills, organized, bilingual in English and Spanish.
Job Type: Full-time
Pay: $40,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Executive Assistant
Company: Josephine’s Place
Location: Elizabethport, NJ
