Executive Assistant

Job Type

Full Time


Minimum: $45,000
Maximum: $55,000




317 Elm St.
New Jersey
United States


The Ironbound Community Corporation (ICC) is a 49 year non-profit organization whose mission is to engage and empower individuals, families and groups in realizing their aspirations and, together, work to create a just, vibrant and sustainable community. ICC strives to address the needs of our diverse, multi-lingual, multi-cultural community. Today, ICC serves more than 1000 children and families every day with a wide range of programs and services. ICC also strengthens communities through advocacy, neighborhood organizing, and community development initiatives.



The Ironbound Community Corporation Executive Assistant is responsible for providing high-level administrative support to the ED/COO responsible for efficiently managing the office operations and insuring smooth workflow. The person must be professionally savvy and a quick thinker with a “get it done….what’s next?” outlook and must thrive on a challenge. She/he must be able to handle a fast-pace environment, multitasking with exceptional follow up skills and dedication to the task at hand.


Essential Duties and Responsibilities: Include the following but are not limited to the job specifications contained herein. 

Executive Support

  • Manages affairs of ED & COO:
  • Maintains appointment schedule by planning and scheduling correspondence, drafting letters and documents collecting and analyzing information, initiating telecommunications
  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
  • Prepare responses to correspondence containing routine inquiries
  • Prepares documents, etc. for Board and Administrative meetings
  • Manages logistics for meetings: time, place, refreshments, etc.
  • Be the advance person to ED when attending events on ICC business
  • Prepare or coordinate with staff background briefs and/or talking points for meetings and events
  • Assist the ED in tracking assigned responsibilities and follow up meetings
  • Represent COO/ED in meetings as requested

Manages internal administrative meetings and ED/COO-staff/program meetings:

Maintains schedule and communications

Prepares agendas

Creates and distributes meeting Minutes

  • Ensures follow-up action items are scheduled and tracks their execution


·      Facilities:

Facility Manager, licensing, repairs, snow removal and special projects

Oversee vehicle maintenance, registration renewals and inspections, etc.

·      Office Contracts:

Copier, IT, Telephone, Security alarm, etc.

·      Administrative support staff:

Admin clerks, volunteers, interns, etc.

Assembly of proposals, etc.


·      As necessary:

o  Development & HR Director

o  Program Directors


  • Effective telephone and mail communications both internally and externally to maintain professional image
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution and timely follow-up
  • Communicates effectively both written and verbally with a diverse group of professionals, board members and staff personnel. 
  • Plans, organizes, maintains and updates a variety of files, records and databases
  • Collects and complies various reports from departments for distribution and for the Board meetings
  • Coordinates preparation of records such as agendas, notices, minutes and resolutions for Board meetings
  • Makes ED travel arrangements involving ticket purchases, hotel reservations and process monthly expense reports
  • Arranges programs, events and conferences by arranging for facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budgets
  • Responds to telephone calls and e-mails. Determines the nature of the calls and forwards appropriate literature and standard corporate response
  • Works with other administrative staff to coordinate and establish work schedules for planned projects
  • Works on special projects as assigned
  • Evaluate contracts and assess relevant provisions for progress tracking and/or follow up
  • Maintain departmental reports as needed
  • Develop, administrate and control procedures and policies for office activities

Level of Language Proficiency

Spanish or Portuguese a plus.

Professional Level


Minimum Education Required

4-year degree

How To Apply


·                BA and at least 5 years of related experience and/or training; or equivalent combination of education and experience 

·                Excellent communications skills

·                Ability to maintain confidentiality on all matters

·                Must be proficient in Microsoft Office applications and internet surfing/communications applications

·                Requires discretion, judgment, tact, and poise with considerable latitude and flexibility in carrying out assigned tasks

·                Must be a self-starter, able to work independently

·                Ability to prepare and write routine reports and correspondence

·                Must be able to take the initiative and research issues as needed to gain a fuller understanding of matters at hand and provide support as needed

·                Versatility, flexibility and a willingness to work within constantly changing priorities with enthusiasm and effectively manage priorities and workflow

·                Need to possess a high level of interpersonal relationship skills

·                Must have prior dealings and successful interactions with Management/Executives across all levels, including Board members and donors

Equal Opportunity Employer Statement: ICC is an equal opportunity employer. Applicants from diverse cultural backgrounds are encouraged to apply.

If interested, please send a resume and cover letter to hiring@ironboundcc.org with the subject line “Executive Assistant”.