Administrative Assistant

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Administrative Assistant to the Chief Strategy Officer (CSO)
Location: Newark, NJ
Reports To: Chief Strategy Officer (CSO)

Job Summary:
The Administrative Assistant to the CSO provides comprehensive administrative support to the Chief Strategy Officer of The Philosopher’s Stone Community Outreach (PSCO). This role is crucial in ensuring the efficient operation of the CSO’s office, facilitating communication, and supporting the strategic initiatives of the organization.

Roles and Responsibilities:

1. Administrative Support:
- Manage the CSO’s calendar, schedule appointments, and coordinate meetings.
- Prepare and organize meeting agendas, materials, and minutes.
- Handle correspondence, including emails, phone calls, and letters, on behalf of the CSO.
- Maintain an organized filing system for important documents and records.

2. Communication:
- Serve as the primary point of contact between the CSO and internal/external stakeholders.
- Draft, proofread, and edit reports, presentations, and other documents.
- Facilitate clear and efficient communication within the organization and with external partners.

3. Project Coordination:
- Assist in the planning and execution of special projects and initiatives led by the CSO.
- Coordinate logistics for events, meetings, and activities involving the CSO.
- Track project timelines and ensure deadlines are met.

4. Data Management:
- Collect and organize data and information needed for reports and strategic planning.
- Maintain databases and ensure data integrity and confidentiality.
- Prepare and analyze data for presentations and decision-making.

5. Office Management:
- Ensure the CSO’s office is well-organized and stocked with necessary supplies.
- Coordinate travel arrangements, including booking flights, accommodations, and transportation.
- Manage expense reports and budget tracking for the CSO’s office.

6. Support Team Operations:
- Provide administrative support to other senior staff as needed.
- Assist with the onboarding of new staff and volunteers.
- Participate in team meetings and contribute to the development of organizational strategies.

Qualifications:

- Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- Experience: Minimum of 2 years of administrative experience, preferably supporting senior executives.
- Skills:
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- High level of discretion and confidentiality.

- Attributes:
- Detail-oriented with a proactive approach to problem-solving.
- Strong interpersonal skills and ability to work well with diverse teams.
- Commitment to the mission and values of PSCO.
- Flexibility to adapt to changing priorities and needs.

Benefits:

- Opportunity to work in a mission-driven organization dedicated to promoting love, trust, and compassion.
- Professional development and growth opportunities.
- Collaborative and supportive work environment.

Join us in making Newark a better place for all its residents through love, trust, and compassion. Be a key part of our team at The Philosopher’s Stone Community Outreach.