Executive Assistant, Office of the President

About the role

The Executive Assistant serves as the right hand to the President & CEO of The Apollo, a flagship cultural institution dedicated to celebrating, creating, and presenting work that centers Black artists and voices from across the African Diaspora. Reporting directly to the President & CEO, this role includes managing a complex executive calendar, coordinating board-level meetings, drafting correspondence, and providing support for special projects.

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
• Cooking, 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
• Leading scheduling, drafting agendas, taking notes, preparing and sending action items, and communicating with clients during client calls, Zoom meetings, and the occasional in-person meeting
• 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

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
• Strong organizational and time-management skills, with the ability to manage multiple priorities simultaneously while anticipating needs and meeting deadlines in a fast-paced environment
• 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

Qualifications

• A commitment to The Apollo's mission and an interest in the arts and culture sector
• A growth mindset and a habit of curiosity

Benefits

The successful candidate will enjoy a competitive compensation package including a salary range of $110,000 - $120,000, health insurance benefits, and a flexible schedule to accommodate the needs of the President & CEO.

Pay

$110,000 - $120,000

Schedule

Full-time, on-site at The Apollo Theater in Harlem, with flexibility for the schedule of the President & CEO.