Executive Assistant

Position Summary:

The Executive Assistant provides high-level administrative, organizational, and operational support to the Executive Director and Deputy Director of CARC. This position serves as a trusted partner to organizational leadership, helping coordinate priorities, manage schedules, facilitate communication, and ensure the effective execution of administrative and organizational responsibilities.

The Executive Assistant will work closely with the Executive Director and Deputy Director to support the day-to-day operations of the organization, maintain confidentiality, and assist with initiatives that advance CARC’s mission of supporting individuals and families through community-based services, advocacy, and resources.

This position requires a highly organized, proactive, and dependable professional who can manage multiple priorities, exercise sound judgment, and represent organizational leadership with professionalism.

Essential Duties and Responsibilities:

Executive and Administrative Support

Provide direct administrative support to the Executive Director and Deputy Director, including calendar management, scheduling meetings, preparing agendas, coordinating appointments, and assisting with daily priorities.

Assist leadership with organizing and tracking projects, deadlines, meetings, and follow-up items to ensure timely completion of assignments.

Prepare, edit, and proofread correspondence, reports, presentations, memoranda, and other organizational documents.

Maintain organized electronic and physical files, records, and confidential documents.

Assist with preparing materials for leadership meetings, Board of Directors meetings, staff meetings, and other organizational gatherings.

Communication and Coordination

Serve as a professional point of contact for internal and external communications on behalf of the Executive Director and Deputy Director, as assigned.

Coordinate communication between leadership, department directors, staff, community partners, funders, and other stakeholders.

Draft emails, letters, announcements, and other communications as requested.

Monitor and follow up on outstanding requests, correspondence, and administrative matters to support organizational efficiency.

Assist with coordinating organizational events, meetings, trainings, and community engagement activities.

Organizational Operations and Leadership Support

Assist the Executive Director and Deputy Director with special projects, strategic initiatives, and organizational priorities.

Support the preparation and organization of materials related to grants, contracts, reports, policies, and other administrative requirements.

Maintain tracking systems for assignments, deadlines, meetings, and leadership action items.

Assist with the coordination of cross-departmental projects and follow-up with staff regarding assigned responsibilities.

Identify administrative needs and opportunities to improve communication, organization, and efficiency within the organization.

Provide administrative support during periods of increased organizational activity, including grant deadlines, special events, audits, and other leadership priorities.

Confidentiality and Professional Responsibility

Maintain strict confidentiality regarding personnel matters, organizational records, financial information, client-related information, and other sensitive matters.

Exercise discretion and professionalism when handling confidential communications and interactions involving organizational leadership.

Represent CARC in a manner consistent with its mission, values, policies, and commitment to serving the community.

Qualifications:

Bachelor’s degree in Business Administration, Public Administration, Communications, Nonprofit Management, or a related field preferred. Equivalent professional experience may be considered.

At least 3 years of experience providing administrative, executive, or organizational support, preferably in a nonprofit or community-based organization.

Strong organizational, time-management, and prioritization skills.

Excellent written and verbal communication skills.

Ability to manage multiple responsibilities, meet deadlines, and work independently with minimal supervision.

Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook and Google Drive.

Strong interpersonal skills and the ability to communicate effectively with individuals at all levels of the organization.

Demonstrated ability to maintain confidentiality, exercise sound judgment, and handle sensitive information appropriately.

Bilingual English/Spanish

Core Competencies

• Professionalism and discretion
• Organization and attention to detail
• Initiative and problem-solving
• Effective communication
• Collaboration and teamwork
• Accountability and dependability
• Flexibility and adaptability
• Commitment to CARC’s mission and values

Reporting Relationship

The Executive Assistant reports directly to the Executive Director and Deputy Director and works closely with both leaders to support their administrative and organizational responsibilities. This position is not a department director or program supervisor but serves as a key administrative resource to organizational leadership.

Pay: $50,000.00 - $60,000.00 per year

Work Location: In person