Executive Assistant to the President & CEO

About the Opportunity

The Executive Assistant is an important colleague who will support the President & CEO and institution to work in a number of ways including: administration, program execution, correspondences, relationship building and management. The position works strategically to manage the CEO’s time and commitments.

Primary Responsibilities

• Manage President & CEO’s calendars and schedule meetings
• Coordinate the logistics of executive team meetings, and attend as necessary to document, share, and manage next steps
• Draft emails, letters, and other correspondences as needed
• Organize in office staff meetings/programs
• Serve as a point of contact between stakeholders and the President’s office
• Prepare reports and presentations with accuracy
• Handle confidential information with a high level of discretion
• Monitor project deadlines and follow up on action items
• Assist with planning and execution of institutional events and site visits
• Handle day-to-day office management, process expense reports, and arrange event logistics
• Collect information for reports and presentations
• Complete additional assigned projects as needed

This position requires occasional evening and weekend availability to support meetings, special events, donor engagement, and institutional programs. The Executive Assistant must be able to work effectively in a fast-paced environment while maintaining professionalism, flexibility, and confidentiality.

We offer a benefits package, including medical, dental, vision, retirement account, pension, paid vacation, paid sick leave, personal days, and hybrid work schedule

Qualifications and Skills

• Masters or Bachelor degree or equivalent experience
• Excellent time-management skills, organizational skills, and multitasking ability
• Three to five years of experience in an administrative role that reports to executive management
• Strong project management ability
• Ability to multitask in a fast-paced environment
• Flexibility as team player
• Exceptional written, verbal, and interpersonal communication skills.
• High level of discretion and ability to handle sensitive and confidential information.
• Develops, reviews and edits a wide range of correspondence, including emails, speaking remarks, presentations and written letters with keen attention to detail and clarity.
• Provides comprehensive support, in collaboration with other departments, for the planning and execution of internal and external meetings, team retreats, special convenings, events, programs, and fundraisers.
• Maintains and supports effective working relationships between the President’s office and all major departments.

Preferred Qualification

• Prior experience working in a cultural institution
• Advanced working knowledge of Microsoft Word, Excel, and PowerPoint
• Experience with design software (Canva, Adobe)
• Project management program knowledge (Asana, monday.com)
• Passion of mission driven work related to black history, arts, and culture