Administrative Assistant

Work Location - This position is fully onsite in Branchville, NJ and requires travel to Ellis Island on occasion.

Responsibilities

Administrative Support

• Manage and prioritize the President’s daily schedule, including appointments, meetings, travel, and events.
• Serve as a knowledgeable, courteous, and professional point of contact for donors, board members, the National Park Service, government partners, consultants, and internal staff.
• Draft, edit, and prepare correspondence and communications on behalf of the President.
• Support donor stewardship activities, including preparing thank-you letters and follow-up communications.
• Coordinate internal and external communication across staff, consultants, and program partners to ensure alignment and smooth information flow.

Operational & Office Support

• Process expenses, invoices, reimbursements, and administrative paperwork accurately and in a timely manner.
• Coordinate logistics for meetings, board sessions, donor events, and related activities, including preparation of minutes when needed.
• Support general office operations such as supply management, vendor coordination, and maintaining organized records and files.

Project & Program Coordination

• Support organizational initiatives related to preservation work, tours, programs, and special projects on Ellis Island’s South Side.
• Track project timelines, deadlines, and deliverables across multiple initiatives.
• Assist in preparing materials for grants, fundraising efforts, and program reporting.
• Maintain organized project documentation, files, and records to support transparency and continuity.
• Oversee executive calendars and handle correspondence on behalf of the President.
• Prepare, edit, and proofread agendas, presentations, briefing materials, reports, meeting summaries, and follow-up documentation.
• Support the President’s work with the Board of Directors by coordinating schedules, preparing materials, and maintaining accurate records.
• Handle all sensitive information with the highest level of confidentiality, integrity, and professionalism.

Experience

• Must have experience supporting an executive, preferably in nonprofit or cultural organization
• Strong computer literacy with proficiency in Microsoft Office applications, Google Workspace tools, CRM systems, and Zoom
• Excellent organizational skills with the ability to prioritize tasks effectively environment
• Proven ability to multitask efficiently while maintaining attention to detail and accuracy
• Excellent written, verbal, and interpersonal communication skills.
• Dependable, proactive and resourceful

Benefits

• 24 PTO days (accrued)
• 8 Holidays
• Sick Time (accrued)
• Health and Dental Benefits Available
• 403(b) Retirement Plan

Work Schedule/Hours

• Monday through Friday
• 9:00 AM - 5:00 PM

Pay: $60,000.00 - $62,400.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Willingness to travel:

• 25% (Preferred)

Work Location: In person