Program Assistant

Job Title: Program Assistant

Status (FT/PT/Temporary): Full Time

FLSA Status: Exempt

Reports To: Chief of Staff

Offered Annual Salary: $61,800

Work Location: Remote within the United States

Travel Required: 15% (for organizational events, meetings, and retreats)

This position is an exempt, full-time, union-eligible position, represented by Communication Workers of America Local 1180, 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 making sure caregivers are treated with respect and dignity. Founded in 2011 by Sarita Gupta and Ai-jen Poo, our campaign 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 level; and changing hearts and minds through storytelling, pop culture interventions, and cultural organizing.

Position Summary:
The Program Assistant will provide essential administrative and logistical support to Caring Across Generations’ campaigns, policy, communications, digital, and culture change teams. This position is critical to ensuring the smooth operation of day-to-day work, from scheduling and contracts to retreat logistics and subscriptions. The Program Assistant will also support cross-team collaboration through accurate note-taking and documentation in meetings. This is an ideal role for a detail-oriented, highly organized individual who thrives in a collaborative environment.

Key Role Responsibilities:

Administrative Support

• Manage scheduling for internal and external meetings across teams.
• Process invoices, contracts, reimbursements, and other financial/administrative documents, including invoices for Fellow participation in team activities.
• Track and manage organizational subscriptions and vendor relationships.
• Maintain accurate records, filing systems, and shared resources.

Logistical Support

• Coordinate logistics for retreats, trainings, and other team events (virtual and in-person).
• Ensure meeting technology and logistics run smoothly (Zoom, conference calls, etc.).
• Support travel arrangements for staff and Care Fellows as needed.

Meeting Support & Documentation

• Take clear, accurate notes in team and cross-team meetings.
• Track follow-up tasks and ensure notes are distributed in a timely manner.
• Maintain team calendars, agendas, and other planning tools.

Collaboration & Coordination

• Work closely with the Program Manager to ensure all administrative and logistical needs are aligned with project priorities.
• Support staff across campaigns, policy, communications, digital, and culture change teams with day-to-day operational needs.
• Contribute to building efficient internal systems that strengthen organizational communication and coordination.

Caring Across

• Participate in staff retreats, staff meetings, and staff learning opportunities.
• Attend supervision and team meetings.
• Demonstrate growth in policy knowledge on care issues.
• Complete work plans and reports in a timely manner.
• Engage in ongoing training and professional development

Qualifications and Skills:

• 2-3 years of administrative, operations, or program support experience (nonprofit or advocacy setting preferred).
• Strong organizational skills with attention to detail and follow-through.
• Ability to juggle multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Comfort with technology platforms, including Google Workspace and project management tools (such as Asana).
• Experience with financial processes such as invoices, contracts, and reimbursements is a plus.
• Eagerness to jump in and help where needed 
• Must have access to strong WiFi and good phone reception
• Commitment to the organization’s mission, values, and aspirations and be able to render these values into practices
• 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 occasional travel for events & retreats). 
• Care is in our name; it is deeply embedded in our culture, and our team consists of mostly current or former caregivers. We are fully supportive of your well-being, and offer a flexible work schedule to account for your care needs. 
• We offer a virtual office budget which includes home office setup and a cell phone and Internet stipend.
• Generous paid time off, including 15 paid holidays, 12 days of PTO, and 12 days of sick leave, Paid Family Leave, in addition to a full-org vacation of one week in the summer and two weeks at the end of year.
• 401k
• 100% paid Medical, Dental, Vision, Life, and Short-Term Disability Insurance. Long-Term Disability Insurance is paid by the employee at a very minimal cost. 
• Work with a world-class team that looks and is like you (older adults, Black people, people of color, LGBTQIA+, disabled people, and more are all fully represented here). 
• We offer learning and growth opportunities, including an annual allowance for professional development.
• You have an opportunity to live a values-aligned work-life.
• A fun team environment, even while we are busy changing the world. 

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 November 7th, 2025.

Please apply at the following link: https://caringacross.bamboohr.com/careers/49

Applications should include: 

• A resumé
• Answers to the following questions:
  • What motivates you to apply to this position at Caring Across Generations? (suggested word limit: 200)
  • How do you, as an administrative professional, practice a commitment to equity in the workplace? (suggested word limit: 200)

Interview Process:

Each interview process may vary slightly depending on the hiring manager’s needs. The following outlines our general process and standard timeline, which may be adjusted as necessary, particularly for internal postings:

• Rolling review of applications (2–3 weeks): Candidates are contacted if moving forward.
• Week 1: Phone screen interview
  • A 30 minute phone call
• Week 2: Panel Interview via Zoom call
• Week 3: Paid work assignment
  • For candidates moving forward, this assignment will use skills that are required for the incoming position
• Week 4: Final panel 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.