Office Administrator & Executive Assistant

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.