Executive Assistant & Trustee Liaison

The New York Historical; New York (NY); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, vision and life

Disability coverage

403(b) retirement plan

Flexible spending accounts

Employee Assistance Program

Store discount 20%

Free museum admissions

Job summary

The New York Historical offers an Executive Assistant to the President & CEO role that supports the President’s day-to-day administrative duties and acts as a trusted liaison to the Board of Trustees by planning and scheduling meetings and events.

This position requires meticulous calendar management, travel planning, expense reporting, and maintaining confidential information while coordinating with Trustees, donors, and staff to advance the museum’s mission.

Qualifications

• 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.
• Diplomacy, tact, and donor & trustee handling skills.
• Experience managing and coordinating the schedule and contacts of a senior executive.
• Experience with board of directors, donors, staff and the public.
• Experience coordinating projects and ensuring timelines are met.
• Proficiency with Google Suite, Microsoft Office Suite, Zoom, and standard office equipment.

Responsibilities

• Serves as the main staff contact for the office of the President & CEO.
• Manages the President & CEO’s calendar and interacts with staff, Trustees, donors, and external parties.
• Organizes travel arrangements and itineraries and prepares expense reports for President & CEO.
• Maintains and organizes the President & CEO’s office, records, and filing system.
• Schedules and manages all logistics related to Board meetings.
• Creates Board reports, takes meeting minutes, and maintains Board records.
• Plans and coordinates Board dinners and receptions, and luncheons as needed.
• Supports Outreach to individual donors, foundations, city/state/federal organizations, and assists Development in donor outreach.
• Additional duties as assigned.

Skills

Executive assistant experience

Non-profit fundraising familiarity

Google Suite

Microsoft Office

Zoom

Calendar management

Donor relations

Board liaison

Education

Bachelor’s degree or equivalent

Tools

Google Suite

Microsoft Office Suite

Zoom

Job description

Location: New York, NY

Job Id:426

# of Openings:1

DEPARTMENT: Executive

REPORTS TO: President & CEO

New York’s first museum, The New York Historical is a leading cultural institution documenting over 400 years of American history through a peerless collection of art, documents, and artifacts. Our offerings span groundbreaking exhibitions; acclaimed educational programs for teachers and students nationwide; and thought-provoking conversations among leading scholars, journalists, and thinkers about the past, present, and future of the American experiment. The New York Historical is a museum of museums and a collection of collections. We are home to the Patricia D. Klingenstein Library, the Center for Women’s History, the Reiss Family Graduate Institute for Constitutional History, the Dorothy Tapper Goldman Center for Teaching Democracy, the DiMenna Children’s History Museum, and the future American LGBTQ+ Museum. We elevate the perspectives and scholarship that define the United States’ democratic heritage and challenge us all to shape our ongoing history for the better.

JOB SUMMARY

The 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 DEMANDS

The 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 & BENEFITS

The 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.

The New York Historical is an Equal Opportunity Employer.