Executive Assistant Senior

Job Title: Executive Assistant Senior

Location: Mountainside (MTN)

Department Name: Foundation

Req #: 0000240576

Status: Salaried

Shift: Day

Pay Range: $90,000.00 - $115,000.00 per year

Pay Transparency:

The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Overview:

The Executive Assistant Senior to the President and Chief Development Officer serves as a trusted operational partner providing high level administrative coordination and communication support across the Foundation This role is central to ensuring effective internal execution timely decision making and seamless coordination between leadership staff and the Board of Trustees.

The Executive Assistant Senior acts as an internal hub helping the President and Chief Development Officer manage priorities track deliverables and ensure follow through across departments committees and governance functions.

Key Responsibilities

Executive and Leadership Support

• Provide high level administrative and strategic support to the President and Chief Development Officer anticipating needs and proactively managing priorities
• Maintain a running task and decision tracker for the President and Chief Development Officer including key deadlines approvals sign offs and deliverables
• Assist in assessing urgency sequencing priorities and flagging time sensitive or high risk items requiring executive attention
• Prepare briefing materials summaries and follow up notes to support informed decision making

Internal Coordination and Team Support

• Work closely with the Director of Mission Advancement and department leads to
• Facilitate internal communication and alignment
• Track cross departmental deadlines and deliverables
• Ensure timely information flow to and from the President and Chief Development Officer
• Support leadership in coordinating internal projects initiatives and operational rhythms
• Serve as a point of continuity across teams ensuring commitments and next steps are documented and followed through

Board and Committee Support

• Serve as Assistant Secretary to the Board of Trustees
• Coordinate all Board and committee logistics including
• Preparation and distribution of meeting notices agendas reports resolutions and supporting materials
• Uploading and maintaining materials in the Diligent portal
• Ensuring compliance with governance timelines and requirements
• Support meetings of the Executive Investment Finance Governance Engagement and other standing or ad hoc committees
• Maintain and update a comprehensive Board orientation and reference manual
• Coordinate Board retreats and special governance sessions
• Calendar and Scheduling and Travel
• Manage the President and Chief Development Officer complex calendar balancing internal priorities external commitments and Board responsibilities
• Coordinate and arrange complex travel itineraries as needed
• Serve as a gatekeeper for scheduling requests ensuring alignment with strategic priorities

Office and Administrative Operations

• Support efficient office operations including oversight of office supplies and administrative processes
• Supervise and process check requests timesheets and other administrative documentation as assigned
• Ensure administrative systems and workflows support executive effectiveness and organizational efficiency

External and Institutional Support

• Support the President and Chief Development Officers involvement in Foundation related external activities events and institutional relationships
• Assist with preparation for donor, partner, and stakeholder engagements as needed

Qualifications and Skills

• Proven experience supporting senior executives in a complex nonprofit foundation healthcare or mission driven environment
• Exceptional organizational skills with the ability to manage multiple priorities and shifting deadlines
• Strong judgment and discretion in handling confidential and sensitive information
• Excellent written and verbal communication skills
• High attention to detail with the ability to zoom out and understand broader organizational priorities
• Proficiency with board portals eg Diligent calendaring systems and standard office software
• Ability to work collaboratively across departments while maintaining accountability

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing.  These benefits and resources include, but are not limited to:

Paid Time Off including Vacation, Holidays, and Sick Time
Retirement Plans
Medical and Prescription Drug Insurance
Dental and Vision Insurance
Disability and Life Insurance
Paid Parental Leave
Tuition Reimbursement
Student Loan Planning Support
Flexible Spending Accounts
Wellness Programs
Voluntary Benefits (e.g., Pet Insurance)
Community and Volunteer Opportunities
Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon
….and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team.  We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time.  As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health. 

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer
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