Executive Assistant/Office Manager

Job Title: Executive Assistant (Part-Time, 24 Hours/Week)

Location: Pennington, New Jersey (Hybrid options may be considered)

Organization: Hospital Alliance of New Jersey

About Us

Hospital Alliance of New Jersey is an association representing safety net hospitals, advocating for equitable healthcare access and supporting institutions that serve our most vulnerable populations. We work closely with hospital leaders and policymakers to ensure strong, sustainable healthcare systems in New Jersey.

Position Summary

We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This part-time role (24 hours per week) combines administrative, logistical, and human resources responsibilities to ensure smooth operations within our advocacy association. The ideal candidate is detail-oriented, adaptable, and committed to supporting an organization making a meaningful impact in healthcare. The ideal candidate is also self-motivated, responsible, comfortable working in an office alone and highly autonomous with completing tasks.

Key Responsibilities

Administrative & Executive Support

• Provide high-level administrative assistance to the Executive Director and senior leadership.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare agendas, take minutes, and follow up on action items for meetings.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Complete and submit quarterly reports to the Election Law Enforcement Commission (ELEC) for staff, and complete and submit annual ELEC report for the organization. 
• Prepare HANJ's Annual Budget
• Prepare member dues invoices and track payments.
• Develop and maintain relationships with executive and administrative assistants at member hospitals.
• Compose emails that President and CEO dictates. Suggest edits to ensure that they can be easily comprehended by various audiences.

Logistical Coordination

• Organize and coordinate internal and external events, workshops, and board meetings.
• Maintain office systems, records, and databases, ensuring accurate and accessible information.
• Maintaining and updating all contact lists for various communications.
• Creating, formatting and maintaining all documents, working with other staff to ensure organization is well represented and professional. This includes white papers, spreadsheets, slideshows, and other advocacy materials.
• Sending weekly email communication to members after working with other team members to finalize.
• Coordinating travel for team, ensuring that the team has everything needed when traveling to meetings - address, parking information and contact numbers. Putting together folders of materials.
• Check bank account daily to make sure all withdrawals are correct.

Human Resources Support

• Assist with onboarding and offboarding of staff, maintaining personnel files and records.
• Processing expense reports for all staff.
• Support HR processes, including timekeeping, benefits administration, and compliance documentation.
• Serve as a point of contact for staff inquiries related to HR and administrative procedures.
• Working with payroll vendor, health insurance broker, IT vendor, and retirement account broker.
• Tracking staff PTO.
• Working to develop and maintain quarterly financial statements for the organization.

Other Duties

• Collaborate with team members on special projects as needed.
• Maintaining physical office and supplies.
• Support organizational initiatives to improve workflow, efficiency, and internal communications.
• Checking and processing mail and bills; Updating organization website with any necessaery updates

Qualifications

• Proven experience as an executive assistant or administrative professional, preferably in a nonprofit or healthcare-related organization.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, WordPress, Zoom, Constant Contact and basic HR systems.
• High degree of discretion and professionalism when handling confidential information.
• Knowledge of human resources practices and employment compliance is a plus.

Schedule

• Part-time, 24 hours per week, flexible schedule.

Compensation

• Salary commensurate with experience. Health insurance coverage not offered.

How to Apply

Interested candidates should submit a resume and cover letter to Suzanne Ianni at [email protected] with the subject line “Executive Assistant Application.”