Administrative Assistant & Board Liaison

• 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.

• 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. 

Powered by JazzHR