Executive Assistant, Office of the President

Apollo Theater Foundation, Inc.•New York, NY

2d•$110,000 - $120,000•Onsite

About The Position

The Apollo Theater is seeking a full-time Executive Assistant to the President & CEO. This role is for a highly organized, discreet, and proactive professional to serve as the right hand to the President & CEO of a flagship cultural institution. The Executive Assistant is a trusted partner in the Office of the President & CEO, ensuring that the executive's time, communications, and priorities are managed with the highest degree of professionalism, accuracy, and confidentiality. A central part of this role is serving as a primary point of coordination with the Board of Directors and its committees. The successful candidate will be exceptionally detail-oriented, an excellent communicator, able to anticipate needs and solve problems independently, and comfortable interacting with senior leaders, trustees, artists, donors, and external partners at the highest level. The Executive Assistant reports directly to the President & CEO and works in close partnership with senior leadership and the Board of Directors. Day-to-day responsibilities include managing a complex and dynamic executive calendar; coordinating and preparing materials for internal and board-level meetings; drafting and managing correspondence on behalf of the President & CEO; arranging travel and logistics; and ensuring that the executive is fully prepared for every meeting, engagement, and commitment. This position requires sound judgment, absolute discretion, and the ability to manage sensitive information with care. Responsibilities will grow with experience and as proficiency is demonstrated.

Requirements

5+ years of prior experience supporting a C-level or senior executive, and direct experience working with a nonprofit board of directors or committees (scheduling, minutes, and packet or materials preparation)
Exceptional discretion and sound judgment in handling confidential and sensitive information
Outstanding written and verbal communication skills, including experience composing clear, polished, and professional correspondence
Ability to manage multiple priorities simultaneously while anticipating needs and meeting deadlines in a fast-paced environment; strong organizational and time-management skills are essential
A natural inclination to be a proactive problem solver who takes ownership and follows through
Poise and professionalism in interacting with senior leaders, trustees, artists, donors, and external partners
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Suite; experience with calendar management and virtual meeting tools
Comfort with, or willingness to learn, task-management and CRM or database tools
A commitment to The Apollo's mission and an interest in the arts and culture sector
A growth mindset and a habit of curiosity
Proficiency in Microsoft Office and Google Suite
Ability to work on-site at The Apollo Theater in Harlem, with flexibility for the schedule of the President & CEO
Flexibility to work occasional evenings and weekends around board meetings, performances, and special events

Responsibilities

Serving as the primary point of contact and gatekeeper for the Office of the President & CEO, managing incoming requests, prioritizing communications, and protecting the executive's time
Managing a complex, high-volume executive calendar across many senior and external stakeholders, resolving scheduling conflicts, and ensuring the President & CEO is fully briefed and prepared for each commitment
Drafting, reviewing, and managing correspondence, communications, and documents on behalf of the President & CEO with a high degree of polish and professionalism
Coordinating and arranging domestic and occasional international travel, including itineraries, logistics, and expense reporting
Serving as a key liaison to the Board of Directors and its committees, including scheduling full-board and committee meetings across the calendars of high-profile trustees and their assistants
Preparing, assembling, proofing, and distributing board books, pre-read materials, and committee packets on deadline, coordinating inputs from departments across the organization
Taking accurate board and committee meeting minutes, tracking action items and follow-through, and maintaining official governance records and files
Providing professional, timely, and discreet communication with trustees and their offices, and serving as a reliable and responsive point of contact for the board
Maintaining the annual board and committee meeting calendar and supporting governance-related logistics and events
Taking part in client calls, Zoom meetings, and the occasional in-person meeting (as necessary): leading scheduling, drafting agendas, taking notes, preparing and sending action items, and communicating with clients
Maintaining organized electronic and physical files for the Office of the President & CEO, including confidential records
Preparing early drafts of presentations, briefing documents, and other executive materials based on existing templates and best practices
Supporting special projects, executive-level events, and cultivation activities as needed
Handling sensitive governance, personnel, and financial information with absolute confidentiality and discretion
Other duties as needed