Administrative Assistant & Board Liaison

Caramoor Center for Music and the Arts, LLC•Town of Bedford, NY

3d•$28 - $31•Onsite

About The Position

The Administrative Assistant & Board Liaison will provide high-level administrative and strategic support to the President & Chief Executive Officer while serving as the primary coordinator for Board of Trustees operations and communications. The position will also provide scheduling and administrative support to the Vice President of Philanthropy. This role requires exceptional organizational and interpersonal skills, sound judgment, discretion, and the ability to proactively manage multiple priorities in a fast-paced environment. Serving as a trusted partner to senior leadership, the Administrative Assistant & Board Liaison will help maximize organizational effectiveness through thoughtful coordination, anticipation of needs, and strong follow-through. The Administrative Assistant & Board Liaison will interact regularly with Trustees, donors, artists, community leaders, and staff, and will represent Caramoor with professionalism, warmth, and a strong commitment to the institution’s mission and values.

Requirements

A commitment to Caramoor’s mission and a passion for the performing arts, cultural institutions, and community engagement
At least three to five years of progressively responsible administrative or executive support experience, preferably supporting senior leadership
Demonstrated experience supporting Boards, Committees, or governance operations within a nonprofit, cultural, educational, or similarly mission-driven organization
Exceptional organizational skills and meticulous attention to detail
Strong judgment, discretion, and the ability to manage confidential information with professionalism and sensitivity
Outstanding written, verbal, and interpersonal communication skills
An ability to anticipate needs, think proactively, and manage multiple priorities simultaneously
A collaborative and solutions-oriented approach, with the ability to work both independently and across departments
Strong project management and follow-through capabilities
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams
Comfort with hybrid meeting technology platforms such as Zoom and Microsoft Teams
Flexibility and willingness to support occasional evening and weekend Board meetings and institutional events
A positive, polished, and service-oriented demeanor, with the ability to represent Caramoor professionally to a wide range of constituents
A valid driver’s license and authorization to work in the U.S. are required

Nice To Haves

Experience working with CRM or database systems such as Raiser’s Edge NXT or Spektrix preferred
A bachelor’s degree or equivalent combination of education and experience is preferred

Responsibilities

Provide comprehensive administrative support to the President & CEO, including strategic calendar management, scheduling, travel coordination, meeting preparation, and expense reconciliation
Provide scheduling and limited administrative support to the Vice President of Philanthropy
Anticipate leadership needs and proactively identify opportunities to improve efficiency, organization, and communication flow
Coordinate internal and external meetings, including preparing agendas, assembling briefing materials, coordinating hospitality and food and beverage needs as appropriate, tracking action items, and ensuring timely follow-up
Draft, proofread, and manage executive correspondence and other communications on behalf of the President & CEO
Support cross-departmental coordination related to institutional priorities, strategic initiatives, and special projects
Maintain systems for tracking meetings, relationships, invitations, deadlines, and organizational priorities
Assist with donor, Trustee, and stakeholder stewardship coordination and logistics
Coordinate travel arrangements, reservations, itineraries, and hospitality details for leadership and select guests as needed
Exercise exceptional discretion and confidentiality regarding sensitive institutional, personnel, donor, and Board matters
Serve as a thought partner and operational support resource to the President & CEO, helping to facilitate organizational effectiveness and smooth execution of priorities
Serve as the primary staff liaison to the Board of Trustees and Board Committees
Coordinate logistics, scheduling, materials, hospitality, and communications for Board and Committee meetings, retreats, dinners, and related events
Prepare and distribute Board materials, agendas, minutes, presentations, and supporting documentation in a timely and professional manner
Maintain Board calendars, Trustee contact information, governance records, and attendance tracking
Support the President & CEO and Board Chair in coordinating Trustee engagement and communications
Attend Board and Committee meetings, including occasional evenings and weekends, and assist with meeting execution and follow-up
Track Board action items, governance deadlines, annual cycles, and institutional approvals
Assist in maintaining compliance with bylaws and governance procedures
Coordinate onboarding materials and logistics for new Trustees and Advisory Council members
Help cultivate a thoughtful and welcoming Trustee experience through responsive communication and strong relationship management
Support the planning and execution of leadership meetings, institutional events, donor gatherings, and special initiatives, including hospitality coordination as needed
Assist in maintaining organization-wide calendars and key institutional scheduling coordination
Produce materials and logistics for staff meetings and leadership gatherings, including agendas, meeting notes, and presentation coordination
Welcome and assist high-level visitors, donors, Trustees, artists, and guests as needed
Coordinate with departments across the organization to facilitate communication and operational alignment
Undertake additional projects and responsibilities in support of the President & CEO and organizational priorities