Board Relations & Executive Office Lead

Pen American Center; New York (NY); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

10 paid holidays

Pre-tax commuter benefits

403(b) retirement plan

Job summary

PEN America seeks a proactive, analytical special assistant to work with our senior leadership and the senior manager of board relations and executive office in New York City. This full-time role supports the Board of Trustees and its committees, handling sensitive matters with discretion and ensuring governance processes are documented.

You will manage board calendars, prepare materials, coordinate meetings, and assist with communications and records.

Qualifications

• Bachelor’s degree and at least two years of relevant professional experience in coordination, scheduling, and internal communications.
• Experience supporting nonprofit boards is preferable but not required.
• Demonstrated ability to maintain confidentiality and professional judgment.
• Excellent written and verbal communication skills with proficiency in Office and cloud tools.
• Strong project management and organizational skills with the ability to manage multiple priorities.

Responsibilities

• Manage relations with the PEN America Board of Trustees and committees as the primary point of contact.
• Coordinate Board calendars, meetings, recruitment, retreats, and engagements.
• Plan and execute logistics for Board meetings and related activities, including venue, security, travel, and IT.
• Prepare materials: agendas, decks, reports, minutes, correspondence; maintain Board resources.
• Maintain corporate records and contact information; support Board communications and newsletters.
• Provide general administrative support to the senior manager and executives as needed.
• Provide executive support to the Co-CEOs in the absence of the special assistant.

Skills

Board relations coordination

Schedule management

Internal communications

Discretion and judgment

Detail orientation

Education

Bachelor’s degree

Tools

Microsoft Office

GSuite

Board management portals

Job description

PEN America seeks a proactive, analytical special assistant to work with our senior leadership and the senior manager of board relations and executive office in New York City. This full-time role supports the Board of Trustees and its committees, handling sensitive matters with discretion and ensuring governance processes are documented.

You will manage board calendars, prepare materials, coordinate meetings, and assist with communications and records.