Executive Assistant to the CEO

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

Overview

Executive Assistant to CEO
Salary Range: $50-$65k

Essential Duties and Responsibilities:

• Act as main point of contact with both internal and external stakeholders, including screening calls, email and correspondence.
• Facilitate communications with government agencies, funders, donors, community organizations, and strategic partners, including timely follow-up.
• Manage and optimize the CEO's complex calendar, scheduling internal and external meetings, events, and travel. This would also include coordinating logistics for executive leadership, Board of Directors, donors, community partners, government stakeholders and other relevant parties.
• Manage executive travel arrangements, expense reports, and reimbursements.
• Prioritize competing demands, proactively identify scheduling conflicts, and implement adjustments as necessary.
• Prepare and distribute briefing materials, i.e., agendas, reports, research, or other documentation on a daily/weekly/quarterly basis, or as needed.
• Transpose meeting notes and generate action items.
• Support compliance with nonprofit governance standards and reporting requirements.
• Create project plans, dashboards, and status reports to support executive decision-making.
• Organize and maintain the filing system, including confidential and sensitive organizational materials.
• Perform related duties as assigned by supervisor.
• Maintain compliance with all company policies and procedures

Education and/or Work Experience Requirements:

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Computer proficiency (MS Office – Word, Excel and Outlook)
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Prior experience as an Executive Assistant, Personal Assistant or similar role is a must. Experience in the social services or Medical field will be given top priority.
• Outstanding organizational and time management skills.
• Must be willing and able to travel to multiple sites, including Manhattan and Brooklyn.
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Discretion and confidentiality.
• Bilingual is a plus(Spanish, Chinese, Yiddish).

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
• Must be able to lift 35 lbs.
• Must be able to talk, listen and speak clearly.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

The mission of CARES is to assist children and adults with intellectual/developmental disabilities (ID/DD) and/or mental health conditions and their families, in particular, from under-served multilingual communities, access information, obtain resources and services.