Executive Assistant to the President

Position Title: Executive Assistant to the President

Location: Hybrid; Providence, Rhode Island, 2 days per week in-person

Position Type: Regular, full-time, exempt

About the Organization: Heterodox Academy (HxA) fosters a culture of open inquiry on college campuses, where the pursuit of truth requires three essential conditions: the free exchange of ideas, viewpoint diversity, and constructive disagreement. HxA works to equip its members, member communities, and college and university partners with research, data, ideas, practical resources, and training resources that support the building of cultures of open inquiry on campus, in alignment with HxA's Open Inquiry U Reform Agenda.

Position Summary: HxA seeks a highly organized, discreet, and proactive Executive Assistant to support its President, John Tomasi — a nationally prominent voice in higher education who travels frequently, cultivates major donors, engages with a national board of directors, and works closely with senior leaders across the organization. Reporting directly to the President and collaborating with senior staff throughout HxA, this role is the operational backbone of presidential effectiveness. The Executive Assistant will be based in or near Providence, Rhode Island, with an expectation of being available in-person at least 2 days per week at a shared work location.

This position demands exceptional professionalism, discretion, and a proactive approach to anticipating needs. HxA understands that not every candidate will be equally skilled or experienced in every area. If you feel qualified for the role but your skills and experience are not a 100% fit for every detail below, we encourage you to apply anyway!

Specific duties include:

Calendar, Scheduling, and Email

• Manage the President’s complex, fast-changing calendar, including scheduling across time zones and with VIPs, institutional partners, donors, and board members
• Protect focus and preparation time; anticipate scheduling conflicts before they arise
• Coordinate meeting logistics and send timely confirmations, agendas, and reminders
• Manage high-volume email on behalf of the President: triage incoming messages, draft responses, coordinate hand-offs to senior staff, and maintain inbox systems that keep priorities visible and follow-ups tracked

Travel Support

• Plan and book all domestic and international travel, including flights, hotels, ground transportation, and detailed trip itineraries
• Prepare pre-travel briefings with relevant context for every engagement
• Manage travel expense tracking and reimbursements in compliance with organizational policies

Donor and VIP Relations

• Support the President’s fundraising activity by tracking donor relationships, preparing briefing documents for cultivation meetings, and following up on commitments and next steps
• Draft thank-you notes, follow-up correspondence, and outreach on behalf of the President with appropriate voice and discretion
• Coordinate logistics for donor and VIP visits, meetings, and events

Board Support

• Coordinate all logistics for board meetings, including scheduling, materials preparation and distribution, and follow-up action tracking
• Manage the board portal and maintain organized board records
• Serve as a reliable point of contact for board members between meetings

Internal Liaison and Organizational Support

• Liaise with senior staff and virtual assistant(s) to track presidential priorities, follow up on delegated action items, and ensure the President is well-prepared for all engagements
• Draft internal communications and briefing documents as needed
• Assist with special projects and research tasks assigned by the President

Remote and On-site Technology and Digital Support

• Provide in-person technology to President
• Maintain organized digital systems across platforms including Google Suite, Slack, Claude, and other cloud storage and communications tools
• Troubleshoot technology issues as needed; serve as a first point of contact for tech problem-solving

Required Qualifications:

• Bachelor’s degree strongly preferred, although an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities will be considered
• At least 5 years of executive assistant or senior administrative support experience, ideally supporting a C-suite leader, president, or equivalent
• Excellent written and verbal communication skills, including the ability to draft polished, context-appropriate correspondence on behalf of a senior executive
• Exceptional time management and organizational skills, with demonstrated ability to manage competing priorities without dropping details
• High comfort with technology: proficiency with Google Workspace, Zoom and video conferencing platforms, calendar tools, and document management systems; willingness to troubleshoot and learn new platforms quickly
• Experience supporting fundraising, donor relations, or VIP engagement is a strong plus
• Experience supporting board governance logistics is a strong plus
• Prior work in a nonprofit, higher education, policy, or philanthropic environment is a plus
• Ability to be in the Providence, Rhode Island area at least 2 days per week; this is a firm requirement

Knowledge, Skills, and Dispositions:

You would be a good fit for our team if the following attributes describe you:

• Discretion and professional judgment. You handle sensitive information — about donors, board members, personnel, and organizational strategy — with the highest standards of confidentiality and tact.
• Proactive and anticipatory. You don’t wait to be asked. You close loops, flag potential problems before they arise, and make the executive you support feel consistently well-prepared and well-supported.
• Excellent organizational and process skills. You track the status of ongoing projects with ease, keep digital systems organized, and find needed information quickly. You independently organize, plan, prioritize, and carry out responsibilities while meeting deadlines.
• Tech-savvy and adaptable. You are comfortable with technology, including an interest in AI and automation tools, and you approach unfamiliar platforms and tech challenges with curiosity rather than frustration.
• Polished interpersonal presence. You interact with confidence and warmth across a wide range of stakeholders — from major donors and university presidents to interns and first-time event guests. You represent the President’s office with professionalism at all times.
• Calm under pressure. When plans change — and they will — you reprioritize quickly and without drama. You bring steadiness to high-pressure moments.
• Political tolerance and flexibility. We don’t care what your politics are, but you must be able to respect and support engagement with diverse people and perspectives — including progressive, conservative, and libertarian scholars and leaders.
• Mission alignment. You are genuinely interested in HxA’s mission of open inquiry and viewpoint diversity in higher education, and you bring authentic enthusiasm to supporting the organization’s work.

This full-time, at-will position requires occasional evening or weekend availability to support special events, convenings, or donor engagements. While HxA offers a flexible work schedule, full-time employees are expected to work 40 hours per week.

To Apply: Submit an original cover letter and resume via this link.

The final salary offer will be determined based on the candidate’s experience, qualifications, and other relevant factors.

HxA also provides strong benefits, including contributions to medical, dental, vision, life, and disability insurance; employer contributions to retirement; paid time off; and professional development opportunities.

Heterodox Academy is an equal opportunity employer and values diversity. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

HxA provides strong benefits, including contributions to medical, dental, vision, life, and disability insurance; employer contributions to retirement; paid time off; and professional development opportunities.