Administrative Assistant & Board Liaison

Administrative Assistant & Board Liaison

The Administrative Assistant & Board Liaison will provide high-level administrative and strategic support to the President & Chief Executive Officer while serving as the primary coordinator for Board of Trustees operations and communications. The position will also provide scheduling and administrative support to the Vice President of Philanthropy. This role requires exceptional organizational and interpersonal skills, sound judgment, discretion, and the ability to proactively manage multiple priorities in a fast-paced environment. Serving as a trusted partner to senior leadership, the Administrative Assistant & Board Liaison will help maximize organizational effectiveness through thoughtful coordination, anticipation of needs, and strong follow-through. The Administrative Assistant & Board Liaison will interact regularly with Trustees, donors, artists, community leaders, and staff, and will represent Caramoor with professionalism, warmth, and a strong commitment to the institution's mission and values.

Executive Support & Strategic Coordination

• Provide comprehensive administrative support to the President & CEO, including strategic calendar management, scheduling, travel coordination, meeting preparation, and expense reconciliation;
• Provide scheduling and limited administrative support to the Vice President of Philanthropy;
• Anticipate leadership needs and proactively identify opportunities to improve efficiency, organization, and communication flow;
• Coordinate internal and external meetings, including preparing agendas, assembling briefing materials, coordinating hospitality and food and beverage needs as appropriate, tracking action items, and ensuring timely follow-up;
• Draft, proofread, and manage executive correspondence and other communications on behalf of the President & CEO;
• Support cross-departmental coordination related to institutional priorities, strategic initiatives, and special projects;
• Maintain systems for tracking meetings, relationships, invitations, deadlines, and organizational priorities;
• Assist with donor, Trustee, and stakeholder stewardship coordination and logistics;
• Coordinate travel arrangements, reservations, itineraries, and hospitality details for leadership and select guests as needed;
• Exercise exceptional discretion and confidentiality regarding sensitive institutional, personnel, donor, and Board matters;
• Serve as a thought partner and operational support resource to the President & CEO, helping to facilitate organizational effectiveness and smooth execution of priorities.

Board Liaison & Governance Support

• Serve as the primary staff liaison to the Board of Trustees and Board Committees;
• Coordinate logistics, scheduling, materials, hospitality, and communications for Board and Committee meetings, retreats, dinners, and related events;
• Prepare and distribute Board materials, agendas, minutes, presentations, and supporting documentation in a timely and professional manner;
• Maintain Board calendars, Trustee contact information, governance records, and attendance tracking;
• Support the President & CEO and Board Chair in coordinating Trustee engagement and communications;
• Attend Board and Committee meetings, including occasional evenings and weekends, and assist with meeting execution and follow-up;
• Track Board action items, governance deadlines, annual cycles, and institutional approvals;
• Assist in maintaining compliance with bylaws and governance procedures;
• Coordinate onboarding materials and logistics for new Trustees and Advisory Council members;
• Help cultivate a thoughtful and welcoming Trustee experience through responsive communication and strong relationship management.

Organizational & Operational Support

• Support the planning and execution of leadership meetings, institutional events, donor gatherings, and special initiatives, including hospitality coordination as needed;
• Assist in maintaining organization-wide calendars and key institutional scheduling coordination;
• Produce materials and logistics for staff meetings and leadership gatherings, including agendas, meeting notes, and presentation coordination;
• Welcome and assist high-level visitors, donors, Trustees, artists, and guests as needed;
• Coordinate with departments across the organization to facilitate communication and operational alignment;
• Undertake additional projects and responsibilities in support of the President & CEO and organizational priorities.

Required Skills and Qualifications:

Caramoor Center for Music and the Arts seeks an Administrative Assistant & Board Liaison with:

• A commitment to Caramoor's mission and a passion for the performing arts, cultural institutions, and community engagement;
• At least three to five years of progressively responsible administrative or executive support experience, preferably supporting senior leadership;
• Demonstrated experience supporting Boards, Committees, or governance operations within a nonprofit, cultural, educational, or similarly mission-driven organization;
• Exceptional organizational skills and meticulous attention to detail;
• Strong judgment, discretion, and the ability to manage confidential information with professionalism and sensitivity;
• Outstanding written, verbal, and interpersonal communication skills;
• An ability to anticipate needs, think proactively, and manage multiple priorities simultaneously;
• A collaborative and solutions-oriented approach, with the ability to work both independently and across departments;
• Strong project management and follow-through capabilities;
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams;
• Comfort with hybrid meeting technology platforms such as Zoom and Microsoft Teams;
• Experience working with CRM or database systems such as Raiser's Edge NXT or Spektrix preferred;
• Flexibility and willingness to support occasional evening and weekend Board meetings and institutional events;
• A positive, polished, and service-oriented demeanor, with the ability to represent Caramoor professionally to a wide range of constituents.
• A bachelor's degree or equivalent combination of education and experience is preferred.

Work Conditions:

Ability to work in a busy office environment, maneuver outdoors (in all weather conditions) on 81 acres of woodland trails, gravel pathways, and spectacular gardens. Combination of sustained periods of sitting at a keyboard, walking, and stair climbing. Ability to lift/move up to 25lbs. Must be able to work some evenings and weekends. A valid driver's license and authorization to work in the U.S. are required.

About Caramoor:

Caramoor Center for Music and the Arts is a vibrant cultural destination where music, art, and nature come together on an historic 81-acre campus of gardens and woodlands in Katonah, New York. Founded in 1946 by arts patrons Walter and Lucie Rosen, Caramoor has evolved into one of the region's most distinctive nonprofit cultural organizations, welcoming audiences of all ages through world-class performances, cultural engagement, and opportunities for discovery and connection. Each year, Caramoor presents a dynamic range of live performances spanning classical, opera, jazz, American roots, global music, and the American songbook. Its acclaimed Summer Season features outdoor performances across multiple unique venues, while the Rosen House Concert Series offers intimate concerts throughout the fall, winter, and spring inside the historic Rosen House, a Mediterranean-style villa filled with art and treasures from around the world. In addition to more than 50 concerts annually, Caramoor presents nearly 100 public programs each year, including family programs, wellness offerings, educational experiences, tours, lectures, and community events designed to engage visitors of all ages. Caramoor also serves as a sought-after destination for weddings, private celebrations, and corporate events, offering unforgettable experiences in a uniquely inspiring setting. Guided by its mission to present exceptional music, mentor emerging artists, preserve and interpret its historic site, and foster meaningful connections with the community, Caramoor is committed to creating welcoming and inspiring experiences for audiences, artists, students, guests, and staff alike. Caramoor Center for Music and the Arts is a 501(c)(3) nonprofit organization, supported in large part by the generosity of its donors, members, sponsors, and community.