Administrative Assistant (3 yrs. Exp.)

Location: Branchville, NJ (primary); Ellis Island (occasional)

In-person position

Executive and Administrative Support

• Manage and prioritize the President’s daily schedule, including appointments, meetings, travel, and events.
• 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.

Communication & Stakeholder Engagement

• 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.

Required

• Bachelor's degree or comparable experience.
• Must have experience supporting a senior executive, preferably in a nonprofit or cultural organization.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills and the ability to manage priorities.
• Proficiency in Microsoft Office, Google, CRM systems, and Zoom
• Dependable, proactive and resourceful

Preferred

• Familiarity with historic preservation, museums, cultural heritage, and nonprofit
• Fundraising processes, grant management, or project coordination
• Comfort interacting with outside groups.
• Knowledge of nonprofit governance and donor relations.

Benefits

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

Work Location

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

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

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Application Question(s):

• Willing to travel to Ellis Island on occasion?
• How many years of experience do you have supporting a senior-level executive?

Experience:

• nonprofit: 2 years (Required)
• work: 3 years (Preferred)

Ability to Commute:

• Branchville, NJ 07826 (Required)

Work Location: In person