Executive Operations Administrator Jobs in Rutherford, NJ

Job Overview:

The Executive and Operations Administrator serves as a trusted partner to the Chief Executive Officer, providing high-level executive support to ensure the CEO’s time, priorities, and communications are effectively managed. This role is central to maintaining the day-to-day flow of the CEO’s work and enabling leadership to focus on strategic priorities.

In addition to core Executive Assistant responsibilities, this role supports organizational operations and provides administrative support to the Chief Operating Officer, including coordination of select HR processes and internal communications. This position plays a key role in connecting executive leadership with the broader organization and supporting a well-coordinated, high-functioning workplace.

The ideal candidate is highly organized, proactive, and able to manage multiple priorities with discretion and sound judgment. This individual is comfortable operating in a fast-paced, mission-driven environment and enjoys working across teams. This position reports to the Chief Executive Officer and works closely with the Chief Operating Officer.

Responsibilities:

Executive Assistant Support (Core Function 80%)

• Provide comprehensive, day-to-day executive support to the CEO to ensure effective use of time and priorities
• Manage complex and dynamic calendar, including scheduling, prioritization, and resolving conflicts with little guidance. Maintain a clear calendar system (including color coding, meeting types, and priorities)
• Serve as the primary point of contact for the CEO, triaging requests, track all outstanding commitments and ensuring timely follow-up across stakeholders
• Coordinate all meetings, including preparing agendas, materials, and tracking follow-up items
• Anticipate and plan for in-person meetings and events, including venue coordination and hospitality details
• Manage travel logistics, itineraries, and related coordination
• Manage and submit monthly expense reports and receipts on behalf of the CEO in a timely and accurate manner
• Draft, edit, and manage correspondence, presentations, and communications on behalf of the CEO Anticipate needs and proactively address issues to ensure smooth daily operations
• Handle confidential and sensitive information with discretion Support CEO engagement with Board, donors, and external stakeholders Support preparation of board communications, memos, meetings, logistics and presentations
• Maintain organized records of board and executive materials
• Other duties as assigned

Operations and Organizational Support (20%)

• Assist with tracking and follow-up on organizational priorities and cross-team initiatives
• Support office operations, procurement, and coordination with building management
• Maintain organized systems for document management and internal resources
• Assist in improving administrative and operational processes
• Provide administrative support to the COO on operational and HR-related processes
• Assist with coordination of hiring, onboarding, and staff transitions
• Maintain and organize HR-related documentation and internal records
• Support implementation of internal policies and procedures
• Help maintain organizational charts and internal tracking tools
• Support internal communications related to operations, HR updates, and organizational initiatives

Qualifications:

• 3–5 years of relevant experience in executive support, operations, or administrative roles
• Experience working in a nonprofit or mission-driven organization preferred
• Strong organizational and time management skills with attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and adapt to changing needs
• High level of emotional intelligence, professionalism, and kindness in all interactions
• Strong judgment and ability to handle sensitive and confidential information
• Ability to work independently and collaboratively across teams
• Demonstrated ability to manage up and anticipate leadership needs
• Proficiency in Microsoft Office, Google Suite, and common workplace systems
• Comfortable working in a fast-paced environment
• Interest in affordable housing and community development a plus

Location, Hours:

This position is a hybrid in-person and work-from-home model. At least two full days in person/in office. The office is located at 111 John St., Suite 770, New York, NY 10038. Regular hours are Monday through Friday, 9am to 5pm, with flexibility required for evenings and weekends as needed.

Compensation:

• Salary range: $70,000 to $75,000, commensurate with experience.

Application Instructions:

Careers at Habitat for Humanity New York City and Westchester County are challenging, rewarding and fulfilling. If you are interested in bringing your passion for the mission of Habitat for Humanity to the organization, please apply by sending a resume and cover letter to humanresources@habitatnycwc.org with the subject “Executive & Operations Administrator”.