Executive Assistant to the CEO

Cares•Brooklyn, NY

4d•Hybrid

About The Position

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.

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.
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.
High school diploma or GED required.

Nice To Haves

Experience in the social services or Medical field will be given top priority.
Associate degree preferred
Bilingual is a plus(Spanish, Chinese, Yiddish).

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