Jr. Administrative Assistant

Job Description

Open Roads Services, LLC (ORS) is a New Jersey-based behavioral health and community services organization, affiliated with Open Roads Community Center (ORCC), an IRS-approved 501(c)(3) nonprofit. ORS is seeking a highly organized, detail-oriented, and strategically minded Executive Administrative Assistant to provide comprehensive operational and administrative support directly to the Chief Executive Officer, Yohandra Grillo, LAMFT.

Compensation

Avg. Annual Salary (NJ)

$50,000 / year | $24.04 / hour

Salary Range

$45,000 – $55,000 • Based on Experience & Qualifications

Job Function

This is a high-trust, high-impact role positioned at the operational core of the organization. The Executive Administrative Assistant serves as both a functional support system and a strategic partner to the CEO — managing the day-to-day infrastructure of executive operations while contributing directly to organizational development, compliance, and long-term sustainability.

The scope of this position extends well beyond traditional administrative support. The ideal candidate is a systems thinker and a skilled writer who can translate organizational vision into written policies, procedural frameworks, tracking systems, staff training materials, and operational workflows. This individual will play a key role in building and sustaining the internal architecture of ORS and ORCC as both organizations continue to grow.

Executive Support & Calendar Management

• Manage the CEO’s calendar, scheduling, and daily priorities with precision — coordinating meetings, appointments, site visits, and speaking engagements across internal teams, external partners, and community stakeholders.

• Prepare the CEO for meetings, presentations, and engagements by researching agenda items, compiling briefing materials, and drafting talking points and correspondence.

• Screen, draft, and route executive communications including email, letters, memoranda, and reports on behalf of the CEO.

• Coordinate travel arrangements, logistical planning, and expense documentation for the CEO as needed.

• Serve as the primary point of contact between the CEO’s office and internal staff, external partners, funders, and regulatory contacts — maintaining professionalism and confidentiality at all times.

Policy, Procedure & Compliance Documentation

• Draft, organize, and maintain written policies and procedures tailored to the operational context of ORS and ORCC — ensuring clarity, consistency, and alignment with organizational values and regulatory standards.

• Develop and maintain compliance documentation and regulatory frameworks that reflect current NJ state requirements, Medicaid standards, CSOC guidelines, and applicable federal regulations.

• Research regulatory updates, grant compliance requirements, and industry standards to keep organizational documentation current and audit-ready.

• Maintain organized document management systems for policies, contracts, personnel records, compliance files, and board materials.

• Support preparation for external audits, credentialing reviews, and regulatory site visits by ensuring all required documentation is complete, current, and accessible.

Tracking, Reporting & Outcome Systems

• Design and maintain tracking and reporting systems that produce measurable, actionable data on organizational performance, program outcomes, grant deliverables, and staff productivity.

• Compile and format regular reports for the CEO, board of directors, funders, and regulatory bodies — translating raw data into clear, professionally presented summaries and dashboards.

• Monitor progress against organizational goals, grant milestones, and launch timelines — flagging gaps and communicating accountability checkpoints to the CEO.

• Support the development and maintenance of sustainability planning tools that track long-term organizational health, funding diversification, and program viability.

Staff Training Programs & Materials

• Develop structured staff training programs with accompanying materials, guides, and reference resources tailored to the specific roles, regulations, and practice standards of ORS and ORCC.

• Coordinate onboarding processes for new hires, including scheduling orientation sessions, preparing onboarding packets, tracking credentialing and background check completion, and ensuring compliance with all pre-employment requirements.

• Maintain a current library of training materials, updated policy guides, and staff reference documents accessible to the full ORS team.

• Coordinate continuing education tracking and professional development scheduling for clinical and administrative staff as directed by the CEO.

Operational Infrastructure & Workflow Design

• Assess existing administrative and operational workflows and develop improved systems that increase efficiency, reduce redundancy, and support organizational scalability.

• Design and implement operational infrastructure for new programs, service lines, and initiatives — including intake workflows, referral processes, documentation systems, and communication protocols.

• Build and manage launch timelines for new organizational initiatives with clearly defined milestones, assigned responsibilities, and accountability checkpoints.

• Develop sustainability planning frameworks that align short-term operational decisions with the long-term mission and financial viability of ORS and ORCC.

• Serve as a thought partner to the CEO on organizational design, operational challenges, and strategic implementation — providing well-researched recommendations and structured follow-through.

Grant Writing Support & Financial Tracking

• Research federal, state, foundation, and corporate grant opportunities aligned with the mission and programs of ORS and ORCC.

• In charge of the drafting, editing, and submission of grant applications, letters of inquiry, and funding proposals under the direction of the CEO.

• Maintain a grants calendar tracking submission deadlines, reporting requirements, award notifications, and renewal cycles.

• Assist with financial tracking and budget monitoring by maintaining expense logs, reconciling invoices, and supporting the preparation of financial summaries for the CEO and board.

• Track grant-funded program expenditures and deliverables, ensuring reporting requirements are met accurately and on time.

Board & Meeting Coordination

• Coordinate all logistics for board meetings, leadership retreats, staff meetings, and external stakeholder convenings — including scheduling, agenda preparation, materials distribution, and follow-up documentation.

• Prepare and distribute board meeting packets, minutes, resolutions, and action item trackers in a timely and professionally formatted manner.

• Maintain board member contact records, terms, attendance, and governance documentation in compliance with ORCC’s 501(c)(3) requirements.

• Track board action items and organizational commitments following meetings, ensuring follow-through and accountability.

Education & License Requirements

Education

• Bachelor’s degree in Business Administration, Public Administration, Nonprofit Management, Communications, Health Administration, or a related field is required.

• Master’s degree in a related field is preferred.

• Formal training in grant writing, project management, compliance, or organizational development is strongly required.

Work Experience

• Minimum of 2–3 years of experience in an administrative, operations management, or organizational development role required.

• Demonstrated experience drafting policies, procedures, compliance frameworks, or operational documentation in a regulated environment is strongly preferred.

• Prior experience supporting a CEO, Executive Director, or senior leadership team in a healthcare, nonprofit, or behavioral health organization is a significant advantage.

• Experience with grant research, grant writing support, or funder reporting is highly valued.

• Familiarity with NJ Medicaid, CSOC, behavioral health regulatory frameworks, or nonprofit compliance requirements is a meaningful asset.

▶ Knowledge & Skills

• Exceptional written communication skills — this role requires the ability to produce polished, professional, and precisely worded documents across a wide range of formats, including policies, reports, grant narratives, training guides, and executive correspondence.

• Strong systems-thinking and organizational design skills with the ability to build operational infrastructure from concept through implementation.

• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management platforms (e.g., Asana, Monday.com, Trello) and cloud-based document systems (e.g., Google Workspace, SharePoint).

• Demonstrated ability to manage multiple high-priority projects simultaneously with accuracy, professionalism, and composure under deadline pressure.

• Strong interpersonal skills and the professional presence to represent the CEO’s office with confidence and discretion across all stakeholder interactions.

• Bilingual proficiency in English and Spanish is a meaningful asset given the communities ORS and ORCC serve.

Work Environment & Physical Demands

Frequent standing, bending, reaching, and lifting 50+ lbs.; travel between program sites and community locations.

Vacation & Benefits

As a full-time exempt employee, you are eligible for Open Roads Community Center’s group benefit plans. These include medical, dental, life insurance, long-term disability, retirement plans, and supplemental options. Enrollment is optional. Employees accrue vacation, personal, and sick days, plus 10 paid holidays.

Additional Benefits: Professional development assistance, referral program, internal/external trainings, 403(b) with employer match, and more.

Equal Employment Opportunity Statement

Open Roads is an Equal Employment Opportunity Employer committed to excellence. Employment decisions are based on qualifications and made without regard to race, sex, religion, national or ethnic origin, disability, age, veteran status, sexual orientation, or any protected class under state or federal law.

Additional Requirements

• Must successfully complete a NJ criminal background check, including CARI and FBI fingerprinting, before hire.