Executive Assistant to CEO — Calendar & Stakeholder Liaison

CARES; New York (NY); On-site; USD 50,000 - 65,000; Full time

Job summary

CARES in New York seeks an Executive Assistant to the CEO to manage complex calendars, coordinate travel, and screen communications. You will also prepare briefing materials, track action items, and support governance functions.

The role requires excellent organizational skills, discretion, and the ability to interact with donors, partners, and government stakeholders. Proficiency in MS Office is essential, and bilingual skills are a plus.

Qualifications

• Minimum experience as an Executive Assistant or similar role.
• Experience in social services or medical field preferred.
• Excellent verbal and written communication skills.
• Proficient with MS Office (Word, Excel, Outlook).
• Ability to travel to Manhattan and Brooklyn.
• Strong organizational and time management skills.
• Discretion and confidentiality.
• Bilingual is a plus (Spanish, Chinese, Yiddish).

Responsibilities

• Serve as main contact with internal and external stakeholders, screening calls, email and correspondence.
• Coordinate CEO calendar, scheduling internal and external meetings, events, and travel.
• Manage executive travel arrangements, expense reports, and reimbursements.
• Prioritize competing demands and resolve scheduling conflicts.
• Prepare and distribute briefing materials, agendas, reports, and research.
• Transpose meeting notes and generate action items.
• Support nonprofit governance standards and reporting requirements.
• Create project plans, dashboards, and status reports for decision-making.
• Organize and maintain confidential filing system.
• Maintain compliance with company policies and procedures.
• Perform related duties as assigned.

Skills

Executive support

Calendar management

Communication skills

Travel coordination

Discretion

Multitasking

Bilingual skills

Education

Executive Assistant or similar role experience

Social services or medical field experience preferred

Tools

MS Office

Outlook

Excel

Copy machines

e-calendar tools

Job description

CARES in New York seeks an Executive Assistant to the CEO to manage complex calendars, coordinate travel, and screen communications. You will also prepare briefing materials, track action items, and support governance functions.

The role requires excellent organizational skills, discretion, and the ability to interact with donors, partners, and government stakeholders. Proficiency in MS Office is essential, and bilingual skills are a plus.