New Jersey Consortium for Immigrant Children · 21 hours ago
Office Administrator & Executive Assistant
Jersey City, NJ
Full-time
Onsite
Entry, Mid Level
$55K/yr - $65K/yrNew Jersey Consortium for Immigrant Children is seeking an Office Administrator & Executive Assistant who will maintain strong attention to detail and follow-through in administrative tasks. The role involves managing onboarding/offboarding processes, overseeing office technology, and providing support to the Executive Director and Director of Finance and Administration.
Non-profit Organization Management
Responsibilities
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
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
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
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
Qualification
Required
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
Proficiency in Canva
Experience managing credit card reconciliation processes
Spanish proficiency, or proficiency in a second language other than English
Company
New Jersey Consortium for Immigrant Children
NJCIC is a state-wide legal services and policy advocacy organization dedicated to empowering young immigrants.
Founded in 2015
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Albaraa Gebril
Co-Host & Co-Founder, “Migrants with Migraines” Podcast
Company data provided by crunchbase