Executive Assistant (Office Manager)

DEPARTMENT: Mercer County Office of Training & Employment Services (MCOTES)

SALARY: $52,500- $65,245

LOCATION: Trenton, NJ

POSITION(S) AVAILABLE: 1

CLOSING DATE: Until position is filled

POSITION OVERVIEW:

The Mercer County Office of Training & Employment Services (MCOTES) is seeking a highly organized and professional Executive Assistant / Office Manager to support leadership operations at the Mercer County One-Stop Career Center. This position serves as a key administrative partner to the One-Stop Operator and leadership team, ensuring strategic priorities are executed efficiently and daily operations run smoothly.

The ideal candidate is a proactive problem solver with exceptional communication skills, strong attention to detail, and the ability to maintain strict confidentiality. This role requires flexibility, sound judgment, and the ability to manage multiple priorities in a fast-paced public service environment.

RESPONSIBILITIES:

• Support the One-Stop Operator primarily and provide additional support to leadership team members as directed.
• Maintain and refine internal administrative processes to support leadership operations and coordinate internal and external resources to ensure efficient workflow.
• Manage communication between One-Stop Career Center leadership and internal/external partners.
• Plan and prioritize work to support leadership objectives and organizational goals.
• Manage professional scheduling for the One-Stop Operator, including calendars, agendas, correspondence, and agency logistics.
• Coordinate complex scheduling and manage the flow of information to leadership.
• Arrange travel logistics including accommodations, transportation, and related activities.
• Provide general administrative support including document preparation, spreadsheet creation, filing system maintenance, and database management.
• Prepare reports, presentations, and supporting materials for meetings and leadership initiatives.
• Manage employee sign-in sheets, bi-weekly timesheets, and time-off documentation.
• Organize team communications and coordinate internal and off-site events.
• Maintain professionalism and strict confidentiality of sensitive materials and information.
• Perform related duties as assigned to support agency operations.

GENERAL RESPONSIBILITIES (All MCOTES Employees):

• Provide excellent customer service and disseminate accurate information to community members, partners, and stakeholders.
• Maintain confidentiality of customer information and adhere to PII best practices.
• Treat customers and colleagues with professionalism and respect.
• Adhere to County and MCOTES policies and procedures, including Time and Attendance and Dress Code requirements.
• Utilize Microsoft Office calendar systems for scheduling and meeting coordination.
• Review and respond to email and voicemail communications in a timely manner (typically within 24–48 business hours).
• Complete required paperwork and reports accurately and within established deadlines.
• Attend and actively participate in scheduled meetings.
• Other duties as assigned by OSCC/MCOTES Leadership.

REQUIREMENTS:

• Minimum of four (4) years of experience in an administrative role reporting directly to upper management.
• Strong written and verbal communication skills.
• Demonstrated ability to organize and coordinate multiple concurrent projects.
• Proficiency in Microsoft Office Suite and ability to quickly learn new systems and software.
• Ability to maintain strict confidentiality and exercise sound judgment.

PREFERRED QUALIFICATIONS:

• Experience overseeing budgets and tracking expenses.
• Experience developing and implementing internal administrative processes and filing systems.
• Ability to accept feedback and continuously improve performance.

KNOWLEDGE, SKILLS, & ABILITIES:

• Strong organizational and time management skills.
• Ability to coordinate complex schedules and manage competing priorities.
• Ability to communicate effectively with leadership, partners, and the public.
• Ability to maintain discretion when handling confidential and sensitive information.
• Ability to work independently and collaboratively in a professional office environment.

Mercer County EEO/ Civil Service Statement & Residency Requirements :

Mercer County is an Equal Opportunity Employer, committed to fostering a diverse, inclusive, and accessible workplace. We provide equal employment opportunities to all individuals regardless of race, creed, color, national origin, nationality, ancestry, age, sex, gender, pregnancy, marital status, civil union status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, disability, or any other protected characteristic under federal, state, or local law.

As a Civil Service employer under the State of New Jersey, all candidates must comply with New Jersey Civil Service Commission regulations and guidelines. Mercer County residency is required. Non-residents must establish residency within one (1) year of employment.

Mercer County is also committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state laws, specifically in accordance with the New Jersey State Policy Prohibiting Discrimination in the Workplace .