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About the Role

This is an exciting opportunity for a highly organized, discreet, and proactive professional to serve as the right hand to the President & CEO of a flagship cultural institution. The Executive Assistant is a trusted partner in the Office of the President & CEO, ensuring that the executive's time, communications, and priorities are managed with the highest degree of professionalism, accuracy, and confidentiality. A central part of this role is serving as a primary point of coordination with the Board of Directors and its committees.

Responsibilities

Serving as the primary point of contact and gatekeeper for the Office of the President & CEO, managing incoming requests, prioritizing communications, and protecting the executive's time
Managing a complex, high-volume executive calendar across many senior and external stakeholders, resolving scheduling conflicts, and ensuring the President & CEO is fully briefed and prepared for each commitment
Drafting, reviewing, and managing correspondence, communications, and documents on behalf of the President & CEO with a high degree of polish and professionalism
Coordinating and arranging domestic and occasional international travel, including itineraries, logistics, and expense reporting
Serving as a key liaison to the Board of Directors and its committees, including scheduling full-board and committee meetings across the calendars of high-profile trustees and their assistants
Preparing, assembling, proofing, and distributing board books, pre-read materials, and committee packets on deadline, coordinating inputs from departments across the organization
Taking accurate board and committee meeting minutes, tracking action items and follow-through, and maintaining official governance records and files
Providing professional, timely, and discreet communication with trustees and their offices, and serving as a reliable and responsive point of contact for the board
Maintaining the annual board and committee meeting calendar and supporting governance-related logistics and events
Taking part in client calls, Zoom meetings, and the occasional in-person meeting (as necessary): leading scheduling, drafting agendas, taking notes, preparing and sending action items, and communicating with clients
Maintaining organized electronic and physical files for the Office of the President & CEO, including confidential records
Preparing early drafts of presentations, briefing documents, and other executive materials based on existing templates and best practices
Supporting special projects, executive-level events, and cultivation activities as needed
Handling sensitive governance, personnel, and financial information with absolute confidentiality and discretion
Other duties as needed

Requirements

5+ years of prior experience supporting a C-level or senior executive
Direct experience working with a nonprofit board of directors or committees (scheduling, minutes, and packet or materials preparation)
Exceptional discretion and sound judgment in handling confidential and sensitive information
Outstanding written and verbal communication skills, including experience composing clear, polished, and professional correspondence
Ability to manage multiple priorities simultaneously while anticipating needs and meeting deadlines in a fast-paced environment
Strong organizational and time-management skills are essential
A natural inclination to be a proactive problem solver who takes ownership and follows through
Poise and professionalism in interacting with senior leaders, trustees, artists, donors, and external partners
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Suite
Experience with calendar management and virtual meeting tools
Comfort with, or willingness to learn, task-management and CRM or database tools
A commitment to The Apollo's mission and an interest in the arts and culture sector
A growth mindset and a habit of curiosity
Ability to work on-site at The Apollo Theater in Harlem
Flexibility for the schedule of the President & CEO
Flexibility to work occasional evenings and weekends around board meetings, performances, and special events

Skills

Microsoft Office (Outlook, Word, Excel, PowerPoint)
Google Suite
Calendar management
Virtual meeting tools
Task-management tools
CRM or database tools

Location

New York, NY

Work Type

Full-Time
On-Site

Experience Level

5+ years of prior experience supporting a C-level or senior executive

Salary/Compensations

$110,000-$120,000

About the Company

In December 2024, The Apollo Theater became the first organization honored by the Kennedy Center Awards, emphasizing The Apollo’s impact on the past, present, and future of American culture and the performing arts.
From the longest-running talent show in America with Amateur Night at The Apollo, which launched the careers of icons like Ella Fitzgerald and Lauryn Hill, to performances from beloved legends like Smokey Robinson and Lil’ Kim and today’s biggest stars like Drake, The Apollo has always been a home for artists to create and a home for audiences to see incredible music and art from legendary artists.
The Apollo is an American cultural treasure. It is a vibrant non-profit organization rooted in the Harlem community that engages people from around New York, the nation, and the world.
Since 1934, The Apollo has celebrated, created, and presented work that centers Black artists and voices from across the African Diaspora.
It has also been a catalyst for social and civic advocacy.
Today, The Apollo is the largest performing arts institution committed to Black culture and creativity.