Career Opportunities

Job Title:                                              Office Administrator
Department:                                        Office of the CEO
Reports to:                                           President & CEO
FLSA & Employment Status:             Exempt and Full-Time
Location:                                              Hybrid. Newark, NJ (M-TH), Work from Home (F)

Choose New Jersey is seeking an experienced professional as our next Office Administrator (OA).  The OA will report to the CEO and will implement all aspects of administrative support and office coordination required for the CEO and the Choose New Jersey team. The successful candidate will perform diversified administrative and operational duties. This will require experience, knowledge, and skills, including the ability to communicate with C-Suite executives and their representatives, both internal and external to the organization.

Responsibilities:

• Support calendar management of the CEO by scheduling and confirming appointments, conferences, meetings, and travel arrangements as necessary. Use judgment to establish appointment priorities and in rescheduling appointments.
• Provide general administrative support to ensure smooth office operations, including managing supplies, conference room technology, event setup, maintaining a tidy and welcoming workspace (including kitchen area and common spaces), and tending to light upkeep tasks such as watering office plants.
• Assist with the preparation and distribution of communications, meeting materials, and basic correspondence as needed.
• Serve as a liaison between the leadership team, staff, and various internal and external customers by responding to calls and arranging meetings, video conferences, and site visits.
• Coordinate logistics, as needed, for department meetings, staff gatherings, board meetings, and site visits.
• Complete expense reports within Choose New Jersey expense guidelines for CEO.
• Serve as point of contact for external use of Choose New Jersey conference rooms.

Skills/Qualifications:

• Bachelor’s degree in Business Management or related field or relevant equivalent work experience.
• Minimum two years of experience in C-suite executive support; prior government experience is a plus.
• Strong knowledge of Microsoft Suite and advanced calendar management abilities in Outlook.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks with competing priorities in a quick and efficient manner.
• Excellent communication skills including writing and proofreading, with the ability to interact professionally with supporters and staff.  Strong telephone and personal communication skills to represent the company to all external stakeholders.
• Demonstrated ability to anticipate needs, seek out relevant information, and provide appropriate and timely responses.
• History of building effective, collaborative working relationships that are dependent upon mutual trust and confidence, integrity, discretion and confidentiality, sound judgment, and diplomacy.
• Demonstrated initiative, resourcefulness, and willingness to develop new skills and knowledge.
• Proven experience handling sensitive, confidential information

Additional information:

• Authorization to work in the U.S. is a precondition of employment.
• A consistently reliable method for commuting is required.
• Physical requirements of this position include sitting at a desk over 90% of the time. Breaks to stand and stretch can be taken as needed. When traveling, the employee may be on flights that require sitting continuously in confined spaces. Choose New Jersey will explore and provide reasonable accommodations to assist any qualified individual with a disability in performing the essential functions of his/her job. Please speak with the President or CAO should you require an accommodation or have any questions.

Compensation:

Choose New Jersey will offer the successful candidate a competitive salary aligned to their education, years of experience, and skill set. The total compensation offer will include the benefits below:

• $55,000 – $68,000 annual salary based on experience
• Hybrid work schedule
• 4 weeks PTO + 10 sick days
• 14 holidays, inclusive of winter break, plus your birthday
• 401(k) plan with company match
• Paid bridge leave
• Comprehensive health insurance plan
• Vision, dental, and life insurance plans at no cost

About Choose New Jersey:

Choose New Jersey is the state’s leading non-profit business attraction organization. We harness the collective power of New Jersey’s business, government, labor, and academic sectors to expand New Jersey’s economy. We work globally, using our marketing expertise, concierge business development services, deep knowledge of the state, and convening power in collaboration with state government to empower businesses, entrepreneurs, leaders, and innovators to make New Jersey their home.

Choose New Jersey is an Equal Opportunity Employer. All applicants are considered for employment without regard to actual or perceived race, religion, creed, national origin, citizenship, ancestry, sex, gender (including gender nonconformity and status as a transgender individual), sexual orientation, age, physical or mental disability, healthy history and/or current health, atypical hereditary cellular or blood trait (AHCBT), genetic information, past, current, or prospective service in the uniformed services, familial status, marital, civil union or domestic partnership status, gender identity or expression, pregnancy, breastfeeding, hair type, texture, and protected styles or any other classification protected by federal, state or local law. It is Choose New Jersey’s intent that its employment and personnel policies and practices conform to all applicable federal, state, and local laws and regulations regarding non-discrimination and affirmative action.