Executive Assistant

The Olana Partnership is seeking an Executive Assistant to support the President and Executive Team in fulfilling organizational mission and goals.

About Olana and The Olana Partnership

Olana is the greatest masterwork of Frederic Edwin Church (1826-1900), the most famous American landscape artist of the mid-19th century and the most important artist’s home, studio, and designed landscape in the United States. Church designed Olana as a holistic environment integrating his advanced ideas about art, architecture, landscape design, and environmental conservation. Olana’s 250-acre artist-designed landscape with five miles of carriage roads and a Persian-inspired house at its summit embraces unrivaled panoramic views of the Hudson Valley and Catskill Mountains and welcomes more than 170,000 visitors annually. The landscape is open for guided tours, and reservations are highly recommended. The landscape is open daily 8:00 AM – sunset.

Olana State Historic Site, administered and operated by the New York State Office of Parks, Recreation and Historic Preservation, is a designated National Historic Landmark and one of the most visited sites in the state. The Olana Partnership is the 501(c)(3) not-for-profit cooperative partner of the New York State Office of Parks, Recreation and Historic Preservation at Olana State Historic Site, with primary responsibility for visitor engagement, programming, and exhibitions.

Position Summary

The Executive Assistant to The Olana Partnership’s (TOP) Executive Team supports the three-person executive team (President, Senior Vice President, and Vice President) in fulfilling their management and donor engagement duties. A principal responsibility is to serve as the liaison with TOP’s Board of Trustees and National Advisory Committee. This position also provides administrative support, including basic office management duties for the administrative offices. The primary reporting and supervisory relationship is with the President.

Key Responsibilities

• • Provide high-level administrative support to the President and Executive Team, managing calendars, meetings, priorities, and key communications.
  • Serve as a primary liaison to the Board of Trustees and National Advisory Committee, coordinating meetings, preparing materials, maintaining records, and supporting member engagement.
  • Prepare meeting agendas, reports, presentations, correspondence, and other materials to support organizational leadership and governance.
  • Coordinate Board travel, special projects, and executive events, ensuring seamless planning and execution.
  • Manage daily administrative office operations, including supplies, vendor coordination, mail services, and facilities support.
  • Assist with organizational events, VIP visits, and other initiatives that advance The Olana Partnership's mission.
  • Build strong working relationships across the organization and serve as a key point of contact for internal and external stakeholders.

This summary highlights the primary responsibilities of the role. A complete job description will be shared during the hiring process and additional duties may be assigned to support organizational priorities.

Required Knowledge, Skills, and Abilities

• Strong alignment with The Olana Partnership’s mission and a dedication to advancing and representing it with professionalism and enthusiasm.
• Excellent attention to detail and a commitment to quality in all work
• Demonstrated ability to be proactive and to anticipate needs.
• Excellent written and verbal communication skills for interfacing with board members, donors, and the public.
• Excellent organizational and time-management abilities
• Ability to handle information with discretion and confidentiality

Required Qualifications

• • Associate or bachelor’s degree in business, nonprofit management, or a related field preferred, or equivalent combination of education and experience.
  • 3+ years of administrative experience
  • Experience with Microsoft Office and remote communication applications (Zoom, Teams, etc.).
  • Nonprofit experience is a plus

Work Environment

• • The Executive Assistant is an in-person role generally working Monday – Friday 9AM - 5PM with a 30-minute unpaid meal break. Occasional weekends and evenings are needed.
  • Shared, indoor work environment, with occasional outdoor environment
  • Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The Olana Partnership is an Equal Opportunity Employer.

Medical, vision, dental, vacation, sick, paid holidays, 403(b) with up to 6% employer match