Executive Assistant, Office of the President

Job Description

Job Description

Position: Executive Assistant, Office of the President
Reports to: President & CEO
Department: Office of the President
FLSA Status: Full-Time, Exempt
Location: New York, NY
Compensation: $110,000-$120,000
On-Site

About The Apollo

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.

The Apollo is currently seeking a full-time Executive Assistant to the President & CEO.

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.

We appreciate the value of myriad life and work experiences, recognize that many paths might adequately prepare someone for this role, and encourage anyone who believes they would be a strong fit to apply. The successful candidate will be exceptionally detail-oriented, an excellent communicator, able to anticipate needs and solve problems independently, and comfortable interacting with senior leaders, trustees, artists, donors, and external partners at the highest level.

Position Overview
The Executive Assistant reports directly to the President & CEO and works in close partnership with senior leadership and the Board of Directors. Day-to-day responsibilities include managing a complex and dynamic executive calendar; coordinating and preparing materials for internal and board-level meetings; drafting and managing correspondence on behalf of the President & CEO; arranging travel and logistics; and ensuring that the executive is fully prepared for every meeting, engagement, and commitment. This position requires sound judgment, absolute discretion, and the ability to manage sensitive information with care. Responsibilities will grow with experience and as proficiency is demonstrated.

The responsibilities of this role include:

• 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

A successful candidate will have some combination of the below experience and skills:

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

Essential for performing this role:

• Proficiency in Microsoft Office and Google Suite
• Ability to work on-site at The Apollo Theater in Harlem, with flexibility for the schedule of the President & CEO
• Flexibility to work occasional evenings and weekends around board meetings, performances, and special events

 

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