Job Summary:
The Office Administrator & Executive Assistant maintains strong attention to detail and follow-through, ensuring high-accuracy administrative work, proactive reminders, and timely completion of time-sensitive tasks across multiple workstreams. Key duties include managing onboarding/offboarding processes, overseeing the credit card reconciliation process, managing office technology and phone systems, coordinating Know-Your-Rights events, managing organization email inquiries, handling mail, and providing support to the Executive Director (ED) and Director of Finance and Administration. The Office Administrator & Executive Assistant will also manage the organization’s calendar by ensuring important deadlines and events are kept up to date.
Job Specific Task List:
Onboarding/Offboarding:
- Handle all onboarding tasks, including setting up email accounts, phones, computers, and ensuring mail gets delivered to the right department.
- Manage offboarding processes, including deactivating accounts, collecting company assets, and updating mail forwarding as needed.
Administrative and Office Support:
- Oversee the credit card reconciliation process by setting reminders and ensuring Directors complete their reconciliations in a timely manner.
- Oversee orders for office supplies and maintain inventory levels.
- Maintain a reliable task-tracking system (checklists, trackers, and reminders) to ensure recurring and one-off administrative tasks are completed on time.
- Facilitate and coordinate meeting space setup for internal and external meetings and events.
- Proactively monitor deadlines and dependencies (e.g., event logistics, tech/account needs) and follow up with staff as needed until items are closed.
- Manage the office calendar to track important deadlines, such as grant applications, quarterly reports, events, and other key dates.
- Manage all incoming and outgoing mail, ensuring timely distribution and handling important correspondence.
Technology and Phone Account Management:
- Manage phone systems, ensuring issues are resolved promptly.
- Provide basic IT support and work with external providers when necessary.
- Maintain and manage office technology inventory.
Administrative Tasks:
- Assist the Executive Director with scheduling, preparing reports, and organizing materials for meetings.
- Perform general office management tasks to ensure smooth daily operations.
- Support the Legal and Policy teams with events planning and management, including set-up, takedowns, and liaising with host venues.
- Other duties as assigned by the Executive Director.
Required Qualifications:
- Bachelor’s degree required.
- Experience in office management or administrative support roles.
- Proficiency with Microsoft Office, Zoom and basic IT troubleshooting.
- Strong organizational skills and ability to manage multiple priorities and deadlines.
- Exceptional attention to detail and accuracy.
- Experience with tracking deadlines.
- Strong professional judgment and discretion handling sensitive information and leadership support.
- Flexibility and interest in working at a small, dynamic and growing organization.
- Being able to carry and transport supplies and materials up to 25 lbs.
- Driver’s license and willingness to travel to occasional offsite events required.
- Commitment to advancing the rights of immigrant communities.
Preferred Qualifications:
- Proficiency in Canva
- Experience managing credit card reconciliation processes
- Spanish proficiency, or proficiency in a second language other than English
Application is open until filled. Applications should include a resume and cover letter.
NJCIC is proud to be an equal opportunity employer. People of color, women, people with disabilities, immigrants, veterans, LGBTQIA+ people, and those with lived experiences in the communities we serve are strongly encouraged to apply.
