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

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:

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.