The New Jersey School of Conservation, a residential environmental education field center in Stokes State Forest, Sandyston, New Jersey is seeking a full-time on-site Executive Assistant who will report to the Executive Director of the NJSOC.
The mission of the NJSOC is to foster environmental knowledge and action through education programs delivered in a natural setting. We are a community of diverse, responsible stewards of the earth who promote sustainability practices, climate change mitigation, and environmental justice.
The Executive Assistant must be effective in planning, prioritizing, and executing tasks in a timely manner. This person should be able to perform a variety of administrative tasks, that include but are not limited to managing calendars, working on presentations, working with the Business manager to prepare monthly expense reports, be responsible for ordering supplies and equipment as needed by the various departments and maintaining the executive directors schedule and duties as assigned by the Executive Director.
Your skill set:
To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of the NJSOC operations. The ideal candidate is both approachable & respectful, works well with staff at all levels and from all departments, and is comfortable with new technology, virtual meeting platforms and scheduling systems.
Specific Responsibilities include but are not limited to:
- Maintains calendar and appointment scheduling and works with executive director to effectively manage time.
- Screens and direct phone calls and distribute correspondence
- Organizes and maintain the office filing system – paper and electronic
- Works on special projects, committees, or act as manager or department representative.
- Opens, distributes, reads/handles mail and emails as requested or required.
- Supports Executive Director with documentation such as credit card receipts and other invoices.
- Provides support for other managers by ensuring that necessary permits and other forms are maintained such as Certificates of Insurance, Vendor licenses, and other needs.
- Assists the Program department with scheduling groups and other clerical tasks as needed.
- Manages and books all travel and maintains travel budgets
- Creates reports, presentations, memo/communications, and records meeting notes and minutes as needed
- Manages information flow in a timely and accurate manner
- Track daily expenses and prepare weekly, monthly or quarterly reports
- Acts as an office manager – maintain inventory of supplies, oversee any equipment needs, etc.
- Formats information for internal and external communication memos, emails, presentations, reports
Skills and Experience:
- Work experience as an Executive Assistant, Personal Assistant, or similar role. College degree or advanced post-high school studies preferred.
- Strong technological skills including internet searches, use of online applications, etc. Must be very comfortable with email and other office technology.
- Excellent MS Office knowledge including Word, PowerPoint, and Excel
- Outstanding organizational and time management skills, creative and willing to take work independently
- Familiarity with office equipment such as photocopiers, etc. and applications (e.g. e-calendars and copy machines)
- Excellent verbal and written communications skills
- Discretion and ability to manage confidential information.
- Ability to anticipate what needs to be done and do it without being told – Maturity, humility, strong work ethic, sense of humor, and “roll-up-my-sleeves” attitude.
- Support the mission of the NJSOC.
Compensation: Depending on experience, the position is full-time and salaried. NJSOC offers a full range of employee benefits including health insurance, retirement plan and paid time off.
To Apply: Send resume and cover letter to Kerry Kirk Pflugh, Executive Director: firstname.lastname@example.org. No phone calls please. Deadline to apply is January 10, 2024.
The New Jersey School of Conservation is an equal opportunity employer and an organization that values diversity. People from all diverse backgrounds are strongly encouraged to apply. To learn more about NJSOC, visit our web site at http://www.njsoc.org