J-1 Visa Administrative Assistant Jobs
Administrative Assistant roles in the United States can qualify for J-1 visa sponsorship under the Trainee or Intern program categories, depending on your stage of study or career. A designated sponsor organization issues your DS-2019 and the host employer provides the day-to-day work environment. No lottery, no annual cap.
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Get Access To All JobsJob Type: Short Term Casual
Regular/Temporary: Temporary
Hours Per Week: 10
Salary Range: $21.00 - $21.00
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Position Summary
Assist the Director and Associate Director with project status presentation packages, preparing project profiles; aggregate project data/information for DOB and other NYC Regulatory agencies; to assist Project Managers with projects; to assist with archiving documents and department standard.
Responsibilities
- Site visits to various buildings in the portfolio to record help verify as-built conditions and reconcile field information with record files.
- Work with Project Managers by visiting renovations projects under construction to determine solutions for accommodating users, residents and commercial tenants.
- On-site verification regarding use, occupancy, spatial configuration, and spatial metrics.
- Prepare project profiles of key / priority projects.
- Prepares concepts and update drawings using digital tools.
- Update documentation as required, and coordinate with stakeholders to reconcile information in data base.
- Assist with review of consultant, vendor, and other SME lists.
- Assist Director and Associate Directors in preparing project status presentations packages for Senior leadership meetings and Governance process.
- Regularly meets with Director, Project Managers, and stakeholders, regarding project material requirements.
- On behalf of Director and Associate Director to follow up with external partners in reference to invoices, payments, and other required material.
- Assist with project close out punch lists.
- Other Duties as assigned by the Director and / or Associate Director.
Minimum Qualifications
- GSAPP graduate student. Discipline in Architecture, Engineering, Construction Management, Urban Design, Urban Planning, or Preservation.
- Familiarity of the Planning, Design, and Construction industry is an asset.
- Previous professional experience in a design or construction environment is an asset.
- Great customer service acumen.
- Research, analysis and organization skills.
- Effectively and professionally interact through verbal and written mediums.
- Excellent time management skills.
- Self-starter and proactive.
- Ability to efficiently, effectively and concurrently work with multiple projects.
- Student Casual Employees: During the Summer semester, in accordance with the Student Casual Employment Policy, student casual employees must not exceed 35 hours per week across all positions, in line with the Standard Work Week and Hours policy.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Job Type: Short Term Casual
Regular/Temporary: Temporary
Hours Per Week: 10
Salary Range: $21.00 - $21.00
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Position Summary
Assist the Director and Associate Director with project status presentation packages, preparing project profiles; aggregate project data/information for DOB and other NYC Regulatory agencies; to assist Project Managers with projects; to assist with archiving documents and department standard.
Responsibilities
- Site visits to various buildings in the portfolio to record help verify as-built conditions and reconcile field information with record files.
- Work with Project Managers by visiting renovations projects under construction to determine solutions for accommodating users, residents and commercial tenants.
- On-site verification regarding use, occupancy, spatial configuration, and spatial metrics.
- Prepare project profiles of key / priority projects.
- Prepares concepts and update drawings using digital tools.
- Update documentation as required, and coordinate with stakeholders to reconcile information in data base.
- Assist with review of consultant, vendor, and other SME lists.
- Assist Director and Associate Directors in preparing project status presentations packages for Senior leadership meetings and Governance process.
- Regularly meets with Director, Project Managers, and stakeholders, regarding project material requirements.
- On behalf of Director and Associate Director to follow up with external partners in reference to invoices, payments, and other required material.
- Assist with project close out punch lists.
- Other Duties as assigned by the Director and / or Associate Director.
Minimum Qualifications
- GSAPP graduate student. Discipline in Architecture, Engineering, Construction Management, Urban Design, Urban Planning, or Preservation.
- Familiarity of the Planning, Design, and Construction industry is an asset.
- Previous professional experience in a design or construction environment is an asset.
- Great customer service acumen.
- Research, analysis and organization skills.
- Effectively and professionally interact through verbal and written mediums.
- Excellent time management skills.
- Self-starter and proactive.
- Ability to efficiently, effectively and concurrently work with multiple projects.
- Student Casual Employees: During the Summer semester, in accordance with the Student Casual Employment Policy, student casual employees must not exceed 35 hours per week across all positions, in line with the Standard Work Week and Hours policy.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
See all 41+ J-1 Visa Administrative Assistant Jobs
Sign up for free to unlock all listings, filter by visa type, and get alerts for new J-1 Visa Administrative Assistant Jobs.
Get Access To All JobsTips for Finding J-1 Visa Sponsorship as an Administrative Assistant
Document your field-specific administrative training
Your J-1 visa Trainee program requires a formal training plan tied to a recognized occupational field. Frame your background around business administration, office management, or organizational operations so the training plan reflects a coherent skill-development arc, not just general clerical duties.
Distinguish Intern from Trainee eligibility early
The Intern category requires current enrollment in a degree program abroad. The Trainee category is for graduates with at least one year of relevant work experience. Misidentifying your category delays the DS-2019 issuance and can derail a host employer's onboarding timeline.
Target host employers with prior J-1 hosting history
Search for Administrative Assistant roles on Migrate Mate to identify U.S. employers who have hosted J-1 participants before. Experienced host organizations already understand the DS-2019 process and are far less likely to withdraw an offer when the designated sponsor contacts them.
Confirm the host employer will sign the training plan
Before accepting any offer, verify the employer is willing to complete and sign the formal training plan required by your designated sponsor. Administrative roles sometimes involve multiple departments, so the plan must clearly name a single supervisor responsible for your evaluation and compliance reporting.
Check your role against the 2-year home residency requirement
Some J-1 participants in government-funded or skills-list programs must return home for two years before changing status. Administrative Assistant positions funded partly through government grants can trigger this requirement. Confirm your situation with your designated sponsor before the DS-2019 is issued.
Verify the wage meets DOL prevailing standards
Your host employer must pay a wage consistent with similarly employed workers in the area. Use the OFLC Wage Search to look up the prevailing wage for Administrative Assistant positions in the city where you'll work, then confirm the offer matches before your training plan is submitted.
Administrative Assistant J-1 Visa: Frequently Asked Questions
Which J-1 program category applies to Administrative Assistant positions?
Most Administrative Assistant participants enter under the Trainee category if they hold a degree and have at least one year of relevant work or study experience in business administration or a related field. Current students enrolled abroad can use the Intern category for positions tied directly to their academic program. The host employer does not determine the category; the designated sponsor does, based on your background.
Who actually sponsors the J-1 visa for an Administrative Assistant role?
The visa sponsor is a U.S. Department of State-designated organization, such as Cultural Vistas or CIEE, not the hiring employer. The employer is the host organization where you work. The designated sponsor issues your DS-2019, approves the training plan, and monitors your compliance. Confusing the two can cause problems: an employer who says they will sponsor your J-1 directly cannot do so unless they are themselves a designated sponsor organization.
How do I find Administrative Assistant host employers open to J-1 participants?
Use Migrate Mate to search for Administrative Assistant roles at U.S. employers who have a history of hosting exchange visitors. Many administrative positions that qualify for J-1 hosting are not labeled as such in standard job postings, so filtering by sponsorship compatibility saves time. Reaching out to employers with prior J-1 experience significantly reduces the risk of an offer falling through during the training plan approval stage.
Can the 2-year home residency requirement affect Administrative Assistants?
Yes, under certain conditions. If your J-1 program is funded by your home government or the U.S. government, or if your home country lists your occupation on the Exchange Visitor Skills List, you may be subject to the two-year home residency requirement before you can change status or apply for an immigrant visa. Administrative roles in government-adjacent host organizations carry higher exposure to this rule. Your designated sponsor can tell you whether the requirement applies before the DS-2019 is issued.
Does the host employer need to do anything formal to bring on a J-1 Administrative Assistant?
Yes. The host employer must complete a detailed training plan with your designated sponsor, naming a supervisor, outlining the skills you will develop, and confirming the wage and hours. The sponsor reviews and approves this plan before issuing the DS-2019. Employers unfamiliar with the process sometimes underestimate the paperwork involved, so choosing a host with prior J-1 hosting experience reduces delays significantly.