Office Manager and Executive Assistant

Finance & Operations · New York, New York
Department Finance & Operations
Employment Type Full-Time
Minimum Experience Mid-level

About CPJ

Founded in 1981, the Committee to Protect Journalists (“CPJ”) is an independent, non-profit organization defending journalists worldwide without regard to their political ideology. Through its work to safeguard journalists, CPJ protects the rights of all people to have access to diverse and independent sources of information. For nearly four decades , CPJ has helped win the early release of imprisoned journalists, secure convictions in journalist murders, and enable positive legal reform in countries where the climate for free expression has deteriorated. Learn more about CPJ’s fight to defend freedom of the press here: http://cpj.org/Background


It has never been more dangerous to be a journalist. And CPJ’s work has never been more important. The Office Manager and Executive Assistant (OM/EA) has an opportunity to play a key role at CPJ at a time of unprecedented growth and change. 


Job Summary

The OM/EA will help support CPJs mission by providing great service to CPJs staff and visitors in our new offices and international press freedom center. This role will provide critical operational and facilities support to foster a great work experience for CPJ staff. Additionally, the role will provide important support to the Finance team as needed.

The ideal candidate has a demonstrated commitment to customer service with strong operations experience and communications skills. You have a head for numbers and are highly organized. You are energized by CPJs mission and thrive in a dynamic and fast-paced work environment.


Responsibilities


Facilities - 30%

  • Day to day management of CPJ facilities including front desk, office space, work areas, break room and meeting rooms; liaise between staff, visitors and vendors.
  • First point of contact for all building systems including maintenance, mechanical, fire/life safety, elevators, etc.
  • Liaise with all vendors (maintenance, HVAC, security, mechanical and building management etc.)
  • Maintain master maintenance schedule and list of tasks to be accomplished.
  • Troubleshoot any facilities or operations issues and make sure they are resolved timely. 
  • Coordinate general repairs, maintenance and replacement of equipment and appliances
  • Consult with technology support services to ensure AV requirements are met in conference rooms.
  • Coordinate with technology support services to troubleshoot tech issues
  • Work with DDO to draft and maintain fire and life safety guidelines.
  • Conduct regular fire and life safety orientation for staff and new hires
  • Maintain and manage a calendar of regular fire and life safety drills

 

Front Desk Management – 30%

  • Manage and vet visitors through CPJs online system.
  • Maintain a master meeting room calendar.
  • Liaise with staff and visitors on meeting scheduling and resolve conflicts.
  • Maintain office supply inventory and manage storage spaces
  • Manage messenger service and deliveries. Open and route department mail.
  • Order and maintain office and kitchen supplies
  • Oversee office phone system and account.
  • Occasional overtime may be required to support CPJ events


Executive Assistance and Board Liaison - 40 %

  • Manage diary of CPJ President
  • Minute and arrange board and board committee meetings
  • Prepare all materials for board and board committee meetings
  • Keeps board records
  • Perform other duties and responsibilities as assigned.


Qualifications

  • Minimum of 2 to 3 years of work experience in non-profit operations
  • Experience managing facilities, service technicians and outside vendors contracts
  • Skill with Google Suite, MS Office, including PowerPoint and Word; intermediate Excel skills
  • Strong oral and written communication in English
  • Extremely organized and able to meet daily deadlines.
  • Ability to track and address multiple issues simultaneously
  • Team player with strong communications skills who is willing to do whatever it takes to get the job done
  • Commitment to the CPJs mission and core values of equity, openness, collaboration and accountability
  • A friendly manner with a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams

 

Location:

This position will work from CPJ’s New York City office 4-5 days per week.


Vaccination Requirement:

Vaccination Requirement: In accordance with NYC law, employees who work in our office must be fully vaccinated against COVID-19 unless they qualify for reasonable accommodation for medical or religious reasons. Accordingly, new employees must submit proof of vaccinations prior to the commencement of employment, unless a reasonable accommodation is granted.


Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 15 pounds at times.

 

How to Apply:

Please submit a cover letter, résumé, and three professional references.

 

CPJ is an equal opportunity employer and values diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

 

Thank You

Your application was submitted successfully.

  • Location
    New York, New York
  • Department
    Finance & Operations
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level