Save Ellis Island, Inc. · 3 hours ago
Executive Assistant to the President (3yrs. Exp.)
Branchville, NJ
Full-time
Onsite
Mid Level
3+ years expSave Ellis Island, Inc. is seeking an Executive Assistant to the President/CEO to provide administrative support and ensure smooth operations. The role involves managing the President's schedule, handling correspondence, and supporting communication with stakeholders.
Museums Historical Sites and Zoos
Responsibilities
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
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
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
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
Qualification
Required
Proficiency in Executive Administrative Assistance, including scheduling, calendar management, and correspondence
Strong organizational skills for creating and reviewing Expense Reports and other financial documentation
Experience in Executive Support and Administrative Assistance, including planning, prioritizing, and multitasking
Excellent Communication skills, with the ability to interact professionally with internal teams and external partners
Attention to detail, time management abilities, and a proactive approach to problem-solving
Proficiency in office software such as Microsoft Office Suite or equivalent
Bachelor's degree or comparable experience
Experience in 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
Company
Save Ellis Island, Inc.
Save Ellis Island (SEI) is a registered 501©3 organization and partner of the National Park Service for the rehabilitation of the 29 mostly unrestored buildings comprising the Ellis Island Immigrant Hospital Complex on the South Side of Ellis Island.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase