Executive Assistant

Executive Assistant

Reporting to: President and Leadership Team

Location: Remote (preference for individuals in the NY Metro or TriState area with travel as needed for board and leadership meetings)

FLSA Status: Exempt

About National CARES Mentoring Movement

National CARES is a pioneering community-mobilization initiative that directly addresses the life-shredding effects of poverty and lays a blueprint for community recovery. Anchored by a 58 U.S.-city affiliate network, we are the nation’s recognized leader in the recruitment, training, and engagement of mentors, and the only organization in the U.S. providing holistic programming on a national scale to advance children growing up in poverty. Our work provides children and low-income parents with the emotional, social, academic, and career-readiness support they need to become self-sustaining, successful contributors to their families, communities, and society. We assist the often-forgotten people we serve in building bridges to the brighter futures they long for.

Position Overview

The Assistant Business Manager will provide critical support to the Business Manager in maintaining the organization’s financial operations, administrative processes, and business infrastructure. This role is essential in ensuring smooth day-to-day operations, supporting financial management, and contributing to the organization’s strategic goals.

Key Responsibilities

• Manage complex calendars and schedule meetings for senior executives, including coordinating travel arrangements, preparing itineraries, and handling logistical details.
• Serve as the primary point of communication for executives, screening and routing phone calls, emails, and correspondence.
• Prepare and edit correspondence, reports, presentations, and confidential documents using advanced word processing and presentation software.
• Coordinate and maintain executive-level files, both digital and physical, ensuring strict confidentiality and efficient information management.
• Assist in planning and organizing corporate events, board meetings, and executive-level conferences.
• Handle expense reports, process invoices, and manage basic bookkeeping and administrative budgeting tasks.
• Conduct research and compile complex reports and presentations.
• Liaise between executives and internal departments, external clients, and stakeholders.
• Anticipate needs and proactively address potential scheduling conflicts or administrative challenges.

Qualifications

• Experience supporting senior executives (CEO/C-suite) in a fast-paced environment.
• Expert-level CEO calendar management, including complex scheduling, prioritization, and proactive conflict resolution across internal/external stakeholders.
• Strong business judgment and “gatekeeper” capability to protect executive time and drive priorities forward.
• Board and leadership meeting support, including agendas, pre-reads/materials coordination, minutes, action-item tracking, and follow-up.
• Domestic travel coordination and expense management, including detailed itineraries, contingency planning, and reconciliation.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word) and collaboration/project management and creative tools (e.g., Teams/Zoom; Asana/Smartsheet/Trello; Canva).
• Executive-ready written and verbal communication skills; ability to draft/edit communications on behalf of the CEO and produce polished presentations.
• Strong stakeholder management skills with the ability to build trusted relationships across all levels and represent the CEO’s office with professionalism.
• Proven ability to manage multiple priorities, meet deadlines, and maintain operational rigor and follow-through.
• High level of discretion, confidentiality, integrity, and trustworthiness.
• Advanced certification in administrative professional studies preferred.

Supervisory Environment

• None at this time.

Working Conditions

• This position is remote, with occasional travel required to meet with partners, team members, attend conferences, or participate in organizational events.
• The applicant will work from a home office and be expected to engage in phone andvideo conferencing as necessary.

*This description is intended to provide an overview of the responsibilities of the position. It is not all-inclusive and an incumbent in the position will be expected to perform other duties as required. The responsibilities may chan…