JOB TITLE: Executive Assistant & Trustee Liaison
DEPARTMENT: Executive
REPORTS TO: President & CEO
JOB SUMMARYThe Executive Assistant to the President and CEO at The New York Historical supports the administrative, day-to-day activities and special projects for the President & CEO. In addition, the Executive Assistant acts as a trusted liaison to The New York Historical's Board of Trustees by planning and scheduling Board meetings and events.
ESSENTIAL JOB DUTIES- Serves as the main staff contact for the office of the President & CEO;
- Meticulously handles the President & CEO's calendar, while interacting with staff members, Trustees, donors, and other external parties;
- Organizes travel arrangements and itineraries and prepares expense reports for President & CEO;
- Maintains and organizes President & CEO's office, records, and filing system;
- Schedules and manages all logistics related to Board meetings;
- Creates Board reports, takes meeting minutes, and helps maintain Board of Trustees' historical records;
- Plans and coordinates Board of Trustees' dinners and receptions, and plans other luncheons and dinners as required;
- Provides support for the President & CEO's outreach to individual donors, foundations, city, state and federal organizations, and assists the Development Department in outreach to potential donors;
- Additional duties as assigned.
REQUIREMENTS- Prior experience as an Executive Assistant, preferably supporting the most senior person within the organization;
- Familiarity with non-profit fundraising;
- A Bachelor's degree or equivalent experience;
- Excellent written and oral communication skills;
- The ability to maintain confidential information;
- Displays diplomacy, tact, and the ability to skillfully handle donor & trustee situations;
- Experience managing and coordinating the schedule and contacts of a senior executive;
- Experience working with board of directors, donors, staff and the public;
- Experience coordinating projects and ensuring timelines are met; and
- Proficiency with Google Suite, Microsoft Office Suite, Zoom, and familiarity with operating standard office equipment.
PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.
At times, this is a sedentary role using a computer; however, some filing or shelving is required. This would require the ability to lift files, open filing cabinets and bend or stoop as necessary. The ability to lead guests through the museum is also required.
COMPENSATION & BENEFITSThe expected salary range for this position is $80,000-$90,000 per year. The successful candidate will be offered a salary within this range based on specific factors such as their individual qualifications, experience, and internal equity considerations.
The New York Historical provides a generous benefits package for eligible employees to support their health and wellbeing, which includes:
- Paid time off, including vacation, sick and personal days, and holidays observed by the Museum;
- Medical, dental, vision and life insurance;
- Short and long-term disability coverage options;
- 403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
- Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
- Employee Assistance Program for all employees and their families;
- 20% discount at the NYHistory Store, Café Clara and Clara restaurant, located within the Museum;
- Free admission to various museums and cultural institutions across the city.
