EA and Board Liason

Position Summary

Our client, a non-profit academy is a leading overseas center for independent studies and advanced research in the arts and humanities. A privately funded institution, the Academy relies on the generous support of individuals, foundations, and corporations to support innovative artists, writers, and scholars in generating new ideas together in a dynamic international community.

The Executive Office and Board Relations Manager plays a critical role in supporting the office of the President / CEO and Board of Trustees by ensuring the smooth functioning of the Executive Office and overseeing board operations. This role combines high-level executive support, board meeting coordination, and office management. The ideal candidate will be detail-oriented, discreet, responsive, and proactive — capable of managing multiple priorities with professionalism and poise.

Key Responsibilities

Executive Support (45%)

Manage the President’s calendar, including scheduling internal and external meetings across multiple time zones

Coordinate all aspects of the President’s travel, including flights, accommodations, ground transportation, and meeting logistics; ensure itineraries are well-organized, contingency plans are in place, and travel runs smoothly

Work closely with the Chief of Staff to ensure consistent, high-quality support of the Executive Office including preparation of briefing materials and adjusting scheduling, communications, and task management in response to evolving needs and priorities

Support the President with administrative needs to enable more efficient use of his time

Board Relations (45%)

Organize logistics for all Board of Trustees and board committee meetings, both virtual and in-person

Schedule committee meetings in coordination with trustees and senior staff

Prepare, distribute, and archive agendas, minutes, and meeting materials

Attend all board and committee meetings to take minutes and provide administrative support

Maintain the board calendar and contact lists

Office Management (10%)

Manage New York office needs, including coordinating stationery, office, and kitchen supplies; coordinating with IT and equipment vendors; coordinating with the Academy’s landlord on building issues, including temperature, maintenance, repairs, building access, and security.

Manage reception desk and area, including handling phone and front door calls; receiving and assisting visitors; directing deliveries and vendors; handling postage meter and incoming / outgoing mail and packages generally maintaining organization and printed materials in area.

Assist with the onboarding / offboarding of employees (primarily systems access and laptop set up)

Assist with Academy events as needed, including galas and other donor events.

Qualifications

Bachelor’s degree and at least 5 years of relevant experience as an Executive Assistant

Demonstrated experience managing executive calendars and coordinating high-level meetings

Exceptional writing, editing, and note-taking skills, with a demonstrated ability to synthesize complex discussions into clear, concise, and accurate written materials; trusted to produce high-quality communications that reflect institutional tone and priorities

Outstanding interpersonal skills with ability to interact professionally and diplomatically with a wide range of constituents including management and support staff, board members, donors, and vendors

Proven strength in effectively prioritizing and managing time, taking initiative, thinking and learning quickly, juggling multiple duties and tasks, and meeting deadlines

Impeccable attention to detail and accuracy

Discretion and sound judgment handling sensitive information

Ability and willingness to work occasionally work evenings and weekends

Proficiency with Microsoft Office Suite, Zoom, and other conferencing technologies

Attributes for Success

Professionalism and confidence in interfacing with trustees, senior leaders, and external partners

Ability to represent the President’s office in a professional, gracious, flexible, and generous manner

A calm, solutions-oriented approach to problem solving

Responsiveness and reliability; able to address needs and follow up promptly, often on tight timelines

Strong sense of ownership and follow-through

Ability to work independently while also collaborating effectively across departments

Commitment to the mission and values of AAR

The compensation for this role is between $75,000 and $85,000.

BENEFITS

Health Coverage : Medical, dental, and vision insurance

Life and Disability Insurance : Employer-paid life insurance, as well as long-term and short-term disability coverage

Flexible Spending Accounts (FSA) : Pre-tax options for healthcare and dependent care expenses

Telemedicine Services : Convenient access to virtual care

Retirement Plan : A 403(b) retirement plan with generous employer match

Paid Time Off : Generous paid time off, including vacation, holidays, and sick leave

Additional Voluntary Benefits : A variety of optional benefits to meet individual needs

Attendance : We value a healthy work-life balance and currently offer a work schedule of four days in-office and one day of remote work.