Executive & CoC-Unit Assistant & Office Manager

SUMMARY

The Executive Assistant plays a vital dual role in supporting senior leadership and ensuring efficient day-to-day operations. This position requires a high level of organization, professionalism, discretion, and initiative. The role supports executive effectiveness, organizational coordination, and a welcoming, well-managed office environment for staff, board members, and community partners.

ESSENTIAL RESPONSIBILITIES

• Provide high-level administrative support to the CEO and CPO, including but not limited to calendar management, meeting scheduling, and travel coordination
• Prepare correspondence, reports, and briefing materials for leadership, board, and Continuum of Care (CoC) meetings
• Serve as a trusted point of contact by managing communications, prioritizing requests, and handling confidential and sensitive information with discretion
• Coordinate board meetings, including logistics, agenda preparation, materials distribution, note taking, food ordering, preparing tech, and follow up on action items
• Act as a liaison between leadership, staff, board members, and external stakeholders
• Oversee daily office operations to ensure a smooth, organized, and welcoming workspace for hybrid staff
• Manage office supplies, equipment, vendors, facility's needs, and service contracts 
• Coordinate onboarding and offboarding logistics for employees and interns (ie: workspace setup, equipment, etc.)
• Maintain administrative systems, filing, and record-keeping practices
• Plan and coordinate with Executive Team company staff meetings, trainings, and internal celebrations

EXPERIENCE

• 3–6 years of experience in an executive assistant, office manager, or senior administrative role, preferably in a nonprofit organization
• Demonstrated experience supporting senior leadership and/or boards

EDUCATION 

• Associate’s degree required.  Bachelor’s Degree a plus.

Additional Education or Certification: None

SKILLS & ABILITIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Outstanding organizational, time management, and multitasking skills
• High level of discretion and integrity when handling confidential information
• Proficiency in Microsoft Office and related productivity tools
• Ability to work both independently and collaboratively, anticipate needs, and solve problems for Executive Leaders
• Excellent writing and grammatical skills
• Excellent verbal and communication and rapport-building skills required
• Attention to detail with a service-oriented, proactive mindset
• Experience working in a nonprofit organization
• Strong interpersonal skills and ability to build relationships across diverse stakeholders and partners 

TRAVEL

As Needed

LOCATION

5 Pine West Plaza, Albany, NY

WORK WEEK

Full-time role, 40 Hours per week. Monday through Friday with flexible hours between 7:30am-6:00 pm. Occasional evening or extended hours may be required for board meetings, events or special initiatives.

SALARY RANGE

$50,000-$55,000

BENEFITS INFORMATION 
CARES of NY, Inc. provides a comprehensive benefits package designed to support the health and well-being of our employees, including: 

• Health Insurance: Medical coverage with options that include dental and vision benefits. 

• Retirement Plan: Participation in a 403(b) retirement plan with employer contributions. 

• Paid Time Off:   

• Vacation: Accrual begins immediately, with 120 hours per year. 
• Sick Leave: Employees receive 40 hours of sick time annually.

POSITION CLASSIFICATION

Non-Exempt

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill and/or ability required.  An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires the successful completion of a background check.