Work Location: Remote within the United States, with occasional travel for organizational events, meetings, and retreats
Non-bargain unit role. This position is an exempt, confidential position reporting to the Chief of Staff.
About Caring Across Generations
Caring Across Generations is a national organization working to make care more affordable and accessible at every stage of life, while ensuring caregivers – both family caregivers and professional care workers – disabled people, and aging adults are able to live, work, and age with respect and dignity.
Founded in 2011 by Sarita Gupta and Ai-jen Poo (who were the executive directors of Jobs with Justice and the National Domestic Workers Alliance, respectively), we take an explicitly intersectional approach to our work, connecting the dots between the urgent need to build a strong care infrastructure and the need for bold action on gender, racial, economic and disability justice, and addressing the growing needs of our aging population.
Caring Across is focused on creating change in three ways:
- Organizing a powerful movement of the Caring Majority - the majority of Americans who are directly affected by the need for care;
- Fighting for groundbreaking policy at the state and federal levels;
- Changing hearts and minds through storytelling and culture change campaigns to evolve the way our society relates to and values caregiving.
Position Summary
The Executive Assistant will provide high-level administrative and logistical support to the Chief of Staff, Chief of Operations, and Chief of Program (the Management Team). This position is integral in managing complex calendars, coordinating staff communications, and supporting critical internal processes. The ideal candidate will thrive in a detail-oriented environment and be motivated to help advance our mission.
Key Responsibilities
- Calendar Management: Coordinate the Management Team’s schedules, ensuring conflict-free calendars and timely scheduling of meetings, staff requests, and speaking opportunities. Coordinate and consolidate requests on behalf of the full staff to efficiently consult with the Executive Director’s scheduler.
- Inbox Management: Organize and manage the inboxes of the Management Team, flagging urgent emails and drafting communications.
- Travel Logistics & Expenses: Manage travel logistics for the Management Team, process expense reports, and handle external billing. Manage contracts and invoice processes on behalf of the Executive Team, oversee contractor work and coordinate with the Director of Operations as needed.
- Meeting Support: Provide administrative support for recurring and ad hoc meetings including note-taking, preparing agendas, and ensuring follow-up actions are completed.
- Board of Directors Support: Provide administrative support to the board of directors of the organization including managing the quarterly meetings (scheduling, taking notes, managing travel logistics,) coordinating recruitment process, and updating and maintaining the board documents.
- Document Management: Organize and maintain Google Drive of executive materials, including presentations, speeches, and correspondence.
- Information Conduit: Review and synthesize relevant information for members of Management Team to ensure they stay informed about various needs and expectations across the organization.
- Special Projects: Assist with various special projects as needed, including data analysis, research, and drafting communications on behalf of the Chiefs.
Qualifications
We’re seeking candidates who excel in relationship-building, are results-oriented, can be self-directed, and have strong project management and organization skills.
You should have:
- At least 2 years of experience supporting an executive leader
- Proficiency in Google Suite, including Google Calendar, Google Docs, and Google Sheets
- A demonstrated track record of developing and maintaining strong working relationships with and among a diverse group of stakeholders
- A demonstrated ability of getting things done within a set timeline
- A demonstrated ability to problem-solve and make progress on projects even in the face of obstacles
- A demonstrated ability to work independently but have the acumen to know when to ask for help
- Knowledge of health care policy issues and prior experience in a political, legislative, and organizing environments are plusses but are not requirements.
How to Apply
Candidates will be considered on a rolling basis until the position is filled, but preference will be given to those who apply by March 10th, 2025.
Please apply at the following link: https://caringacross.bamboohr.com/careers/46
Applications should include:
- A resume
- In lieu of a cover letter, responses to the following questions:
- What motivates you about this role at Caring Across? (suggested word limit: 200)
- How do you anticipate the needs of an executive? (suggested word limit: 200)
- How do you ensure clear and effective communication with both internal and external stakeholders? (suggested word limit: 200)
Interview Process
Our team is small but mighty, and each interview process varies just a little based on the specific hiring managers needs. However, our standard timeline is as follows:
Rolling review of applications for 2-3 weeks.
Candidates are contacted if they are moving forward.
- Week 1: Phone screen
- Week 2: Round 1 team interview via Zoom call
- Week 3: Paid work assignment
- Week 4: Round 2 team interview via Zoom call
Caring Across Generations is committed to fostering and maintaining a work environment where diversity, equity, and inclusion (DEI) are fully integrated into everything we do. As such, we strongly prioritize and embrace Black, Indigenous and people of color; a multigenerational workforce; LGBTQ+; those across religious and spiritual affiliations; and people with disabilities to join our representative and highly talented team.
