Office Manager/Executive Assistant, New Jersey

Overview:
The Children's Home Society of New Jersey is seeking an experienced Office Manager/Executive Assistant to join our team!

Apply now if you are a mission-driven, adaptable, reliable, proactive, collaborative team player with a positive attitude and high level of integrity.

 

About The Children's Home Society of NJ:

The Children's Home Society of NJ is a leading non-profit organization dedicated to saving children's lives and building healthy families. Since 1894, we have been providing a wide range of services across New Jersey focused on protecting abused, neglected, and at-risk infants and children, strengthening families, and enhancing the quality of life for children and families in the community. We value compassion, integrity, and a commitment to making a lasting positive impact.

 

Position Summary:

The Children's Home Society of NJ seeks a highly organized, proactive, and detail-oriented Office Manager / Executive Assistant (OM/EA) to join our dedicated team. This dynamic dual role is crucial for ensuring the smooth and efficient operation of our Trenton administrative office while providing high-level administrative support to the C-Suite. The ideal candidate is a master multi-tasker, possesses excellent communication skills, handles confidential information with discretion, and is genuinely motivated by our mission to protect children and strengthen families. This position serves as a central hub for administrative functions and plays a key role in supporting our operational leadership and overall organizational effectiveness.

 

Schedule: 35 Hours Per Week

Standard work hours are typically Monday-Friday, 9:00 AM - 5:00 PM, with occasional need for flexibility based on operational needs or specific events

Salary Range: $65,000.00 - $70,000.00/annual

 

Benefits:

Medical, Dental, Vision, Flexibility Spending Account, Life and LTD Insurances, 403(b) plans

PTO: Vacation, Sick, Personal, Wellness, and Holidays

Responsibilities:
Key Responsibilities:

Office Management (Approximately 40%):

Office Operations: Oversee daily office functions, ensuring a professional, organized, and welcoming environment for staff, volunteers, clients, and visitors. Oversee front desk/reception processes and employee.

Supply Management: Monitor, order, and manage inventory of office supplies, kitchen supplies, and equipment, ensuring cost-effectiveness and adherence to budget.

Vendor & Facilities Liaison: Serve as the primary contact for building management, IT support, equipment maintenance providers, and other office-related vendors. Coordinate repairs and service calls as needed.

Mail & Communications: Manage incoming and outgoing mail, packages, and general office email inquiries, routing them appropriately. Answer and direct phone calls professionally.

Record Keeping & Filing: Develop, implement, and maintain efficient physical and digital filing systems for administrative records, contracts, operational documents, and other essential information.

Meeting & Event Logistics: Assist with scheduling internal/external meetings, preparing meeting rooms (including AV setup), coordinating catering, and supporting administrative aspects of agency events as required.

Onboarding Support: Assist with setting up workstations and providing necessary office orientation information for new hires and volunteers within the administrative office.

Safety & Compliance: Help ensure adherence to office policies and procedures, including basic safety protocols.

Executive Support (Approximately 60%):

C-Suite Support: Provide comprehensive administrative support to the CEO and other C-Suite members as needed, including managing complex calendars, scheduling appointments, anticipating needs, and prioritizing conflicting demands effectively.

Communication Management: As needed, screen and prioritize emails and calls for CEO and members of the C-Suite as assigned; draft correspondence, memos, operational reports, and presentations on their behalf.

Meeting Preparation & Follow-Up: Prepare agendas, gather materials, take minutes for key operational and leadership meetings involving the C-Suite, including Board meetings, and diligently track action items.

Travel Coordination: Arrange domestic travel logistics (flights, accommodation, ground transport) for the CEO and support other C-suite executives as needed.

Expense Management: Prepare and submit expense reports for the CEO and C-Suite members as assigned. May assist with tracking operational budgets or processing invoices related to C-Suite activities.

Project & Operational Support: Provide administrative support on special projects, operational initiatives, and data gathering as assigned by the COO.

Confidentiality: Handle sensitive operational, personnel, and organizational information with the utmost discretion and confidentiality.

Liaison: Serve as a key liaison between the C-Suite and other departments, staff, and external partners as needed.

Qualifications:
Qualifications:

Experience: Minimum 5 years of experience, with at least 2 years in an executive support or office management role. Experience in a nonprofit, social services, or healthcare setting is highly preferred.

 

Skills:

Exceptional organizational and time-management skills with the ability to prioritize multiple tasks seamlessly in a fast-paced environment.

Strong written and verbal communication skills.

Excellent interpersonal skills and the ability to build positive working relationships with diverse stakeholders.

High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).

Tech-savvy with the ability to learn new software and database systems quickly.

Proven ability to handle confidential information with discretion, sound judgment, and professionalism.

Proactive problem-solving skills and resourcefulness.

Strong attention to detail and accuracy.

Education: High school diploma or equivalent required; Associate's or Bachelor's degree preferred.