Special Assistant, Board Relations

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

Benefits offered by this job

Medical, dental, and vision insurance

Paid time off

403(b) retirement plan

Pre-tax commuter benefits

Job summary

PEN America is seeking a proactive and detail-oriented Special Assistant to support our Board of Trustees in New York City. This full-time position involves managing Board relations, coordinating meetings, and ensuring effective documentation and communication.

The ideal candidate will have a Bachelor's degree, at least two years of relevant experience, and strong project management skills. PEN America offers competitive compensation and a comprehensive benefits package, fostering a commitment to free expression and advocacy.

Qualifications

• Minimum two years of relevant professional experience.
• Experience with nonprofit Board of Directors preferred.
• Strong problem-solving skills in a fast-paced environment.

Responsibilities

• Manage relations with the Board of Trustees.
• Coordinate Board meetings and logistics.
• Provide overall Board support including documentation.

Skills

Written communication skills

Verbal communication skills

Project management

Organizational skills

Attention to detail

Education

Bachelor's degree

Tools

Microsoft Office

GSuite

Board management portals/software

Job description

PEN America, a nonprofit organization working at the intersection of literature and human rights, seeks a proactive, analytical, and highly detailed-oriented special assistant to work closely with our senior leadership and senior manager of board relations and executive office. This is a full-time position based in our headquarters in New York City and will report to the senior manager of board relations and executive office.

The special assistant will be the primary administrative and logistics staff person supporting the PEN America Board of Trustees and its various Committees. The Board is made up of prominent writers, philanthropists, and nonprofit and business professionals. The successful candidate will handle sensitive matters and support Board activities, ensuring outcomes are properly documented to support the Board’s compliance with governance policies, procedures, and best practices. They will ensure that required actions happen in a timely manner and key information is communicated between and among the Board, its Committees and members, the Co-Chief Executive Officers, and other key executive officers. Beyond administrative work, the role requires a strategic focus, and the special assistant will exercise considerable discretion and independent judgment in the performance of their duties.

This is a unique opportunity to be an integral part of a dynamic and collaborative organization celebrating and defending literature and free speech in a time of increasing domestic and international attacks, while working to build a diverse community of stakeholders. For a high-capacity individual with a willingness to take on new challenges, the position offers opportunities for professional advancement within nonprofit operations and management.

All positions are subject to a six-month trial period and assessment. In alignment with PEN America’s current policy for this position, all applicants should be available to report to the office at least four days per week. This policy is subject to change.

RESPONSIBILITIES

• In close coordination with the Co-CEOs and senior manager, manage relations with the Board of Trustees, serving as the primary point of contact for all Trustees and for Board-related matters
• Manage the Board calendar, including the scheduling of Board and Committee meetings, candidate recruitment, Board retreats, and other engagements
• In collaboration with the senior manager, plan and execute logistics of all Board of Trustees meetings and affiliated activities throughout the year, including venue, security, food, entertainment, IT logistics, and travel and lodging for Trustees and participating staff
• Provide overall Board support including assembling materials for meetings; drafting agendas, presentation decks, reports, and meeting minutes, as well as correspondence; and maintaining Board resources, including the Board Handbook and Board and Committee membership rosters
• Maintain corporate records, including Board meeting minutes, resolutions, contact information, attendance records, and other documents
• In collaboration with the senior manager, support the development of Board communications, including a weekly email that shares key programmatic highlights and a monthly newsletter to the Board
• Provide general assistance to the senior manager, which includes, but is not limited to: calendar management and scheduling meetings; project management; internal and external communications and requests; database support and materials management; and oversight of special projects, as needed
• Provide executive support to the Co-CEOs in the absence of the special assistant

QUALIFICATIONS

• Bachelor’s degree and a minimum of two years of relevant professional experience including experience in coordination, schedule management, and internal communications. Experience supporting a nonprofit Board of Directors is preferable, but not required.
• Demonstrated ability to maintain confidentiality, discretion, and professional judgment
• Excellent written and verbal communication skills with proficiency in Microsoft Office, GSuite, and other board management portals/software
• Strong project management, organizational, and problem-solving skills with the ability to manage multiple priorities in a fast-paced environment
• Attention to detail with a strong understanding of broader strategic and organizational goals
• Must be able to provide valid proof of U.S. work authorization
• Commitment to PEN America’s mission, centered on the celebration and defense of free expression for all. Willingness to defend the right to engage in speech that may be offensive and discomfiting and that reflects a wide range of political opinions and ideologies. PEN America promotes open and respectful dialogue across difference, and we work to allow a diversity of perspectives to flourish.
• Commitment to PEN America’s advocacy and support for writers, artists and their allies around the world, without regard to the ideology or actions of their country's government

SALARY AND BENEFITS

PEN America offers competitive compensation and full benefits. The salary range for this position is $65k-75k, commensurate with experience. Candidates whose expectations are outside this range are welcome to apply, as PEN America is open to considering talented individuals at varying stages of their careers. PEN America’s benefits package includes medical, dental, and vision health insurance, paid time off, 10 paid holidays, pre‑tax commuter benefits and a 403(b) retirement plan.

TO APPLY

Please submit a complete application (including a cover letter, resume, and unedited writing sample) via BambooHR. Only complete applications will be reviewed, and only shortlisted candidates will be contacted.

EEO STATEMENT

PEN America is an equal opportunity employer that does not discriminate in its hiring practices and is committed to having a workforce that reflects the population that it serves at all levels within the organization.