Executive Assistant to the CEO

Job Description

Job Description

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

Location(s): Dyker Heights(Brooklyn), Lower East Side, NY Travel Required

Essential Duties and Responsibilities:

The Executive Assistant provides high-level administrative, operational, and project management support to the Chief Executive Officer (CEO). This role serves as a trusted partner to the CEO by managing priorities, coordinating communications, overseeing schedules, and ensuring the efficient execution of daily operations and strategic initiatives.

The ideal candidate is highly organized, proactive, and resourceful, with exceptional time management, communication, and problem-solving skills. They must be able to anticipate needs, exercise sound judgment, maintain confidentiality, and work independently in a fast-paced environment with minimal supervision.

• 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).
• High school diploma or GED required. Associate degree preferred

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.