March 1st, 2023
Title: : Executive Assistant
Position: Full Time
Reports To: Chief of Staff
Salary: $70,000
Work Location: Remote
Travel Required: 10% (for team retreats and organizational events)
About Caring Across Generations
Caring Across Generations is an organization working to make care more affordable and accessible at every stage of life, while making sure caregivers and those who receive care are treated with respect and dignity. Founded in 2011 by Sarita Gupta and Ai-jen Poo, Caring Across Generations leads cutting edge work 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 level, and changing hearts and minds through storytelling and cultural organizing. Our organization is committed to centering care in our work and practices and maintaining a long-term vision that strives for bold, transformative, and equitable solutions to complex challenges. Caring Across Generations is committed to consistent improvement and seeks individuals who are aligned with our values.
Position Summary
Caring Across Generations seeks an energetic, highly organized, and self-directed assistant to provide administrative and logistical support for the executive office. The Executive Assistant will work closely with the Chief of Staff to collectively support the executive office in achieving its goals and objectives. The Executive Assistant will serve as the lead administrative support for the Executive Director, playing a key role in ensuring the effective use of time and engagement and serve as a liaison, in coordination with the Chief of Staff, both internally and with key external partners.
How will you create change while working with us?
- Scheduling and administrative support for the Executive Director and Chief of Staff to maximize time management and ensure strategic priorities are consistently met in a complex and rapidly shifting environment. Duties include but are not limited to:
- Maintain the Executive Director’s schedule, keep the calendar up to date and necessary staff informed.
- Field, process, and respond to requests and inquiries from the public and from staff, including but not limited to public speaking and press opportunities.
- Manage travel logistics for the Executive Director and Chief of Staff and complete expense reports for internal budgeting and external billing.
- Maintain executive office accounts and subscriptions, facilitate new equipment requests and purchases.
- Maintain the executive team shared drive, data management systems, and archives of Executive Director’s assets, including speeches, presentations, photos, and other files, and disseminate to staff and external partners as needed.
- Support the Chief of Staff in acting as strategic advisor to the Executive Director. Digest incoming information to extract key points, compile and analyze data, and communicate tradeoffs to assist with decision-making and prioritization.
- Prepare research and briefing documents in advance of meetings and public events, which will include coordinating with staff and partners to gather input and feedback.
- Attend meetings to record notes as requested and support with follow-up, which will include coordinating with staff and partners to execute.
- Support completion of miscellaneous tasks such as, but not limited to, processing compliance paperwork, tracking data and updating Salesforce, etc.
- Support the Chief of Staff in the execution of special initiatives on behalf of the Executive Director as needed, including logistics, staff coordination, and aforementioned duties.
What great qualities do you possess?
- Minimum 2 years of experience in an assistant, associate, or similar administrative role in support of senior-level professionals, experience within social impact or a creative field is a plus;
- Excellent written and verbal communication skills and the ability to build and navigate relationships across difference;.
- Commitment to the organization’s mission, values, and aspirations, and be able to render these values into practices;
- Strong time and project management skills, and a demonstrated ability to oversee projects from beginning to end while working across teams internally and externally
- Proven ability to learn quickly, work independently, meet multiple deadlines and problem solve with a keen attention to detail, high level of maturity, grace, sound judgment, discretion;
- Highest level of proficiency and comfort with Google Workspace tools, including: Gmail, Calendar, Docs, Spreadsheets, Presentations, and Forms;
- Experience scheduling and supporting Zoom meetings (i.e. managing accessibility and features such as breakout rooms, polls, etc);
- Experience and comfort with: Slack, Expensify (or similar expense management software), Google Groups (and/or the concepts of email distributions in general), Microsoft Word & Excel;
- Must have access to strong WiFi and comfort with communicating across multiple channels (Slack, What’s App, etc) in a remote environment.
- A demonstrated commitment to racial equity, gender justice, and to building a multicultural, anti-racist organization;
- Acts with high integrity, professionalism, low ego, and camaraderie.
What we offer you in return and why you would love being a part of our team?
- We are 100% virtual, with travel required a few times a year for retreats and organizational events.
- Care is in our name, it is deeply embedded in our culture, our team is mostly current or former caregivers. We are fully supportive of your wellbeing.
- We offer a generous virtual office budget which includes home office set up and a cellphone, internet stipend
- Generous Paid Time Off and work flexibility, time off in the summer for a mini sabbatical, 15 paid Holidays, 12 days of PTO and 12 days of sick leave, Paid Family Leave and time off at the end of year (2 weeks which lead into the new year)
- 401k Match
- 100% paid Medical, Dental, Vision, Life Insurance and Short Term Disability. Long Term Disability is paid by the employee at a very minimal cost.
- Work with a world class team that looks and is like you (aging adults, people of color, LGBTQIA, disabled and more are all fully represented here)
- We offer learning and growth opportunities, (including an allowance for Professional Development)
- You have an opportunity to live a values-aligned work-life.
- Employee Discount Programs with discounts stores, travel and restaurants all over.
- A fun team environment, even while we are busy changing the world
How to Apply
Candidates will be considered on a rolling basis until it is filled, but preference will be given to those who apply by March 7th, 2023
Please apply at: https://caringacross.bamboohr.com/careers/24
Applications should include:
- A resume
- Answers to the following questions in lieu of a cover letter:
- What is your motivation for applying to this role? (suggested word limit: 200)
- How do you anticipate the needs of an executive? (suggested word limit: 200)
- How do you, as an administrative professional, practice a commitment to equity in the workplace? (suggested word limit: 200)
Caring Across Generations is committed to fostering and maintaining a work environment where diversity, equity, and inclusion (DEI) is 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.
Interview Process
Our team is small but mighty, and each interview process varies just a little based on the specific hiring manager’s needs. However, our standard timeline is as follows:
- Rolling review of applications for 1-2 weeks and candidates are contacted if we will be moving forward.
- Week 1: Initial screening call
- Week 2: Team interview
- Week 3: Paid strategy assignment, and when applicable final interview.
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.
Interview Process
Our team is small but mighty, and each interview process varies just a little based on the specific hiring manager’s needs. However, our standard timeline is as follows: ● Rolling review of applications for 2-3 weeks, and candidates are contacted if we are moving forward
- Week 1: Team interview via video call
- Week 2: Paid writing assignment and, when applicable, final interview
