Executive Assistant

Theadkx; New York, Northern (NY, KY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Generous benefits

Time off plan

Hybrid work arrangement

Job summary

The Adirondack Experience (ADKX) in Blue Mountain Lake seeks an Executive Assistant to support the Executive Director and leadership team. This role includes calendar management, meeting coordination, document proofreading, and event prep for board meetings held in NYC and the Adirondacks.

We offer a supportive environment, opportunities for growth, generous benefits, and a flexible hybrid schedule with some remote work. Comfort with year-round, weekend, and evening hours is valued.

Qualifications

• Proven experience as an executive assistant or similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Adaptable team player with interpersonal skills.
• Proficiency with MS Office and calendar tools.
• Ability to work independently in a dynamic environment.

Responsibilities

• Manage and coordinate the Executive Director’s calendar, meetings, appointments, and commitments.
• Coordinate meeting communications: invitations, materials, agendas, minutes, follow-up.
• Proofread and edit emails and documents for accuracy and professionalism.
• Prepare materials for meetings and events, including quarterly board meetings (NYC and Adirondacks).
• Handle inquiries and maintain confidentiality in handling sensitive information.
• Support special projects and leadership tasks as needed.

Skills

Executive support

Calendar management

Communication

Attention to detail

Discretion

Team collaboration

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Zoom

Job description

Description

The Adirondack Experience (ADKX) in Blue Mountain Lake, one of upstate New York’s premier cultural institutions, is seeking a dedicated and detail-oriented Executive Assistant to join our team. Located in the heart of the Adirondacks, ADKX offers a unique blend of outdoor recreation, cultural enrichment, and community engagement. This role provides an exciting opportunity to support our leadership team and contribute to the organization’s mission of inspiring appreciation for the Adirondacks through engaging programs and exhibits.

The key responsibilities for the Executive Assistant include:

• Manage and coordinate the Executive Director’s (ED) calendar, including scheduling meetings, appointments, and other commitments.
• Coordinate meeting communications, including invitations, materials, agendas, minutes, and follow-up correspondence.
• Proofread and edit emails, reports, correspondence, and other documents to ensure accuracy, clarity, and professionalism.
• Prepare and organize materials for meetings, presentations, and events. This includes our quarterly board meetings of which two are held in NYC and two are held in the Adirondack Park. Attendance at board functions is required.
• Handle incoming communications and prioritize inquiries to ensure efficient workflow.
• Assist with special projects and organizational tasks as needed to support the ED and leadership team.
• Maintain confidentiality and exercise discretion in handling sensitive information.

Join our vibrant team at ADKX, where we value dedication, community spirit, and a passion for the Adirondacks. We offer a supportive work environment, opportunities for professional growth, a generous benefit and time off plan, and the chance to be part of a beloved cultural institution that celebrates the natural beauty and heritage of the region. This position is eligible for some remote work. During the winter months, year-round staff members work three days a week onsite and two days a week remotely, and during the summer season, staff work onsite four days a week and remotely one day a week.We are open to the Executive Assistant working 32-40 hours a week.

Requirements

• Proven experience as an executive assistant, administrative assistant, or in a similar role.
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills.
• Adaptable team player with exceptional interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), calendar management tools, and virtual meeting platforms such as Zoom.
• Attention to detail and high level of accuracy in work.
• Ability to work independently and collaboratively in a dynamic environment.
• Some weekend and evening work is required.

Preferred Qualifications

• Passion for cultural institutions, outdoor recreation, or community engagement is a plus.
• Interest in helping to research and manage special projects.
• Experience with writing executive level meeting minutes.
• Bachelor’s degree or equivalent experience preferred.