Our Mission

The Pincus Family Foundation’s mission is to support our nonprofit partners to develop and enhance programs that improve the lives of children, their families, and their communities.

Job Summary

The Pincus Family Foundation has the perfect opportunity for a highly organized and team minded individual who will support the President and CEO. This position is an in-person role consisting of a four-day work week. The ideal candidate must be comfortable working with a small team in an office located in Sewell, NJ, and be willing to travel when needed.

Position Overview

The Administrative Assistant serves as a strategic partner to the CEO and essential support to the Programs Team, ensuring seamless operational excellence that enables the Foundation to maximize its impact. This role combines high-level executive support with project coordination and systems management, requiring exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced philanthropic environment.

Key Responsibilities

Executive Support

• Manage complex calendar coordination, prioritizing meetings and commitments that align with Foundation priorities
• Handle confidential correspondence, communications, and documentation with professionalism and discretion
• Prepare briefing materials, reports, and presentations for CEO meetings and external engagements
• Coordinate domestic and international travel arrangements, including detailed itineraries and logistics
• Liaise with CEO at external meetings and events as needed

Financial and Administrative Management

• Process and track CEO and Foundation expenses, ensuring compliance with policies and timely reporting
• Manage vendor relationships and serve as primary contact for consultants and service providers
• Oversee contract administration and maintain organized filing systems for key documents

Meeting and Event Coordination

• Plan and execute board meetings, committee sessions, and stakeholder convenings from concept to completion
• Coordinate logistics for in-person and virtual events, including technology setup and troubleshooting
• Prepare comprehensive meeting materials, facilitate smooth operations, and compile detailed minutes
• Track action items and follow up on task completion to ensure accountability

Systems and Database Management

• Maintain and optimize internal databases, ensuring data accuracy and accessibility
• Serve as administrator for organizational tools and platforms, providing training and support to staff
• Implement and improve operational processes that enhance efficiency and effectiveness

Strategic Project Support

• Provide research and analytical support for special projects and initiatives
• Collaborate with Programs Team on cross-functional projects that advance Foundation objectives
• Support grant-making processes and stakeholder engagement activities as needed

Required Qualifications

• Bachelor's degree or equivalent professional experience
• Minimum 3-5 years of executive assistant or administrative support experience, preferably in nonprofit, foundation, or professional services environment
• Demonstrated proficiency in Microsoft Office Suite, database management systems, and virtual meeting platforms
• Exceptional written and verbal communication skills
• Strong organizational and project management capabilities
• Ability to handle confidential information with absolute discretion
• Experience coordinating complex schedules and managing multiple priorities simultaneously

Preferred Qualifications

• Experience in philanthropic or nonprofit sector
• Familiarity with foundation operations, grant-making processes, or board governance
• Project management certification or demonstrated project coordination experience
• Event planning and logistics coordination experience

Success Factors

Excellence in this role is demonstrated through:

• Proactive problem-solving and anticipation of needs
• Seamless coordination that enables CEO and team productivity
• Efficient systems and processes that support organizational goals
• Professional relationship management with internal and external stakeholders
• Continuous improvement mindset and adaptability to changing priorities

SALARY AND BENEFITS

Salary range: $70,000 – $85,000 annually based on experience.

Generous benefits package including 4-day work week, health insurance, and 403(B) Retirement Plan with employer match and 20 PTO days annually.

HOW TO APPLY:

Candidates can email interest to Office@pincusfamilyfoundation.org. Please use your name and ADMIN APPLICANT in the subject line and include the following:

*Your resume

*A cover letter detailing why you are interested in the Administrative Assistant position with the Foundation; any additional professional or personal experience that influences your qualifications for this role and is not otherwise obvious from your resume.

*References