Executive Assistant, President's Office

Executive Assistant, President's Office

Peter Jay Sharp Building - Brooklyn, NY 11217

Executive and Administrative Support

• Manage the President's complex and fast-moving calendar, prioritizing internal and external meetings, performances, events, and travel.
• Coordinate all travel arrangements, including itineraries, accommodations, and expense reconciliation.
• Prepare daily schedules, briefing materials, agendas, and background information to ensure the President is fully prepared for meetings and engagements.
• Track incoming requests, correspondence, and commitments, ensuring timely responses and follow-through.
• Process and reconcile President's Office expenses and corporate credit card statements.
• Maintain confidential files and sensitive information with the highest degree of discretion, including those related to collective bargaining with all of BAM's bargaining partners.

Meeting, Event, and Hospitality Support

• Staff the President at meetings, performances, donor cultivation events, Board gatherings, and other institutional activities.
• In partnership with Special Events and Board Relations, plan and coordinate events hosted by the President's Office, including trustee receptions, donor cultivation gatherings, staff convenings, and special meetings.
• Oversee event logistics, guest communications, hospitality, and on-site support to ensure a high level of professionalism and warmth.
• Coordinate logistics and hospitality for visitors to the President's Office.
• Take meeting notes and synthesize key decisions, action items, and next steps on the President's agenda, including those related to all union negotiations.
• Ensure timely follow-up on commitments and action items arising from meetings and events.

Communications and Writing

• Draft and edit correspondence, speeches, presentations, talking points, and follow-up notes on behalf of the President.
• Prepare briefing documents, reports, and research to support strategic decision-making.
• Coordinate with departments across BAM to gather information and develop materials for meetings and presentations.

Institutional Coordination

• Serve as a liaison among the President and the Senior Leadership Team, staff, and external stakeholders.
• Facilitate communication and information flow across the institution.
• Monitor and track progress on key initiatives and deliverables on behalf of the President.

Trustee and Stakeholder Engagement

• Interact regularly with members of the Board of Trustees, donors, and other high-profile stakeholders with professionalism and discretion.
• Provide backup support to the President's Office staff member responsible for Board relations, including assistance with scheduling, communications, and meeting preparation when needed.
• Help coordinate stewardship and follow-up communications with trustees and donors.

Special Projects

• Support strategic initiatives and special projects as assigned by the President.
• Conduct research and compile information for reports, grants, speeches, and presentations.
• Contribute to activities that strengthen the effectiveness and culture of the President's Office.

Qualifications

• Minimum of 3 years of progressively responsible experience supporting a senior executive, preferably a CEO, President, or Executive Director.
• Exceptional organizational and project management skills with meticulous attention to detail.
• Outstanding written and verbal communication skills.
• Strong judgment and the ability to handle highly confidential information with discretion.
• Demonstrated ability to anticipate needs, solve problems proactively, and adapt to shifting priorities.
• High emotional intelligence and strong interpersonal skills.
• Experience planning and executing high-level meetings and events.
• Proficiency with Microsoft Office, Google Workspace, and presentation software.
• Experience in the arts, nonprofit, philanthropic, or public sectors preferred.
• Proactive and resourceful
• Highly organized and detail-oriented
• Strategic and solutions-oriented
• Diplomatic and relationship-focused
• Calm under pressure and adaptable
• An exceptional writer and communicator
• Passionate about the arts and BAM's mission

Compensation: The salary for this role is $80K - $90K. This position is full-time, exempt, and eligible for benefits. BAM provides a comprehensive benefits package including medical, dental, and vision insurance, retirement plan opportunities including both 401(k) and pension plans, as well as BAM-related benefits including access to BAM's fantastic programming.

Working conditions: Administrative Work (Category 2):

• The employee is primarily working from a desk but must move about on foot to accomplish some tasks, including frequently moving from one location to another.
• Environment: The employee is subject to both environmental conditions. Activities occur inside and outside
• Location: on site at BAM 3+ days a week, with occasional hybrid days consistent with the workload and the department's need

Application Instructions: Must complete an online application through BAM's website - no phone calls, emails or walk-ins, please.

Internal Applicants must apply through BAM's website

Employees must meet all of the following criteria to be considered for an interview:

• Completed at least 1 year of continuous, active service in current position. (Positions excluded include, but are not limited to, temporary assignments, and probationary employees)
• Meet the experience and skills requirements as outlined in the job post
• Be employed in the current position for at least one year
• Performed in a satisfactory manner without any corrective actions in the last 12 months

Brooklyn Academy of Music is an Equal Opportunity Employer. BAM recognizes that historic institutional practices lead to a non-inclusive environment and is working to address diversity and inclusion in all forms. Individuals in BAM are experiencing their own pace during this process, which is not uncommon when addressing power and privilege. The President's Office supports and continues to take part in this process.