Executive Assistant to the Director
The Executive Assistant to the Director will serve as a member of the Director’s senior staff and is responsible for providing senior-level support in advancing key projects and initiatives at the Institute and performing a wide range of administrative and managerial tasks with the highest level of discretion and professionalism. Additionally, the Executive Assistant to the Director will be responsible for acting as an administrator between the Board of Trustees and the Director’s Office by assisting with the preparation of Board materials, proactive relationship management, record keeping and meeting logistics.
Position Duties and Responsibilities
Manage daily operations of the Director’s Office (25%)
- Manage communications to the Director from both internal and external constituencies.
- Serve as the public face of the Director’s Office, not only to the staff and faculty of the IAS but also to outside organizations and individuals.
- Strategically manage the Director’s calendar by researching, establishing priorities and responding to or delegating requests for the Director’s time.
- Serve as the authoritative source of information for and on behalf of the Director and assess inquires to the Director to determine proper response and course of action.
- Prepare remarks for meetings and events, ensure that the Director is on time and properly briefed for all meetings and events.
- Attend, manage agendas and takes minutes at key meetings.
- Work collaboratively with the other assistants in the Directors office to provide seamless coverage of phones, guests and calendars.
- Using judgment and discretion, communicate with relevant internal and external constituents on behalf of the Director.
- Provide support to the Director in planning and preparation for meetings, including creating agendas and briefings.
- Create the Director’s outreach, remarks and materials.
Serve as the point of contact and administrative resource for the Board of Trustees meeting (20%)
- Manage and maintain relationships with the Board of Trustees, including maintaining regular contact and communication with both the Board members and their staff regarding the Board of Trustees meetings.
- Maintain relationships with former Board of Trustees members, ensuring their continued engagement with the Institute. Make certain all information about the former Trustees are current and accurate.
- Responsible for coordinating onboarding and orientation of new Board members by the Associate Directors and provide training for Trustees and their assistants on the Board portal.
- Attend and take minutes at Board of Trustees meeting, Committee meetings, and other meetings as assigned. Ensure that decisions made at Committee meetings are implemented.
Provide assistance to the Director in cultivating relationships with constituents (Board of Trustees, Friends, AMIAS, potential donors) (25%)
- Maintain a high degree of confidentiality in all matters related to the Director’s office and the constituents, and all matters requiring sensitivity and discretion.
Serve as a key liaison between the Director’s Office and the offices of Development, Communications and Events (20%)
- Partner with the Chief Development Officer to align the Director’s priorities with the Institute’s fundraising efforts.
- Develop clear understanding of overarching goals for the Director’s advancement related travel and events.
- Identify, organize and implement the necessary steps, procedures and activities required for smooth and efficient coordination of work between Director’s Office and the Development Office.
- Partner with, and provide administrative support to, the Associate Director for Strategic Initiatives, Programming, and Partnerships to execute strategic initiatives that will engage new partners and audiences in advancing the Institute’s mission.
- Work with colleagues in Development, Events, and Communications departments to coordinate and request materials and research.
All other duties as assigned by the Director (10%)
Skills and Abilities
- Excellent written and oral communication skills, and analytical and organizational skills.
- Ability to write clearly for all audiences about research in the sciences and humanities.
- Strong and efficient research skills required.
- Ability to work well with people from a multitude of backgrounds, diplomacy, calm demeanor, excellent judgment and confidentiality are essential characteristics for the incumbent.
- Ability to manage multiple projects with strong detail orientation.
- Ability to exercise sound judgment and with discretion. Ability to work under pressure and meet short deadlines.
- Sound knowledge of the Director’s vision and the Institute’s programs, practices, policies and procedures.
- Able to operate independently, set goals and be disciplined in achieving them with minimal supervision.
- Ability to maintain a high degree of confidentiality in all matters related to the Director’s office, the Board of Trustees, and all matters requiring sensitivity and discretion.
Education, Experience and Knowledge
- Bachelor’s degree required.
- Minimum of five years related experience required, including managerial responsibilities, preferably within higher education.
- Strong written and verbal communication required.
- Ability to work well with people from a multitude of backgrounds, diplomacy, calm demeanor, excellent judgment and confidentiality are required.
- Strong interpersonal skills, a high level of professionalism and the ability to interact with all members of the Institute community are needed.
- Proficiency with Microsoft Office applications, including Word and Excel, is expected. Knowledge of Raiser’s Edge preferred.
Please note that proof of COVID-19 vaccination and booster are required to work at the Institute.
Individuals are eligible to request an accommodation based on a medical exemption or profession of sincerely-held religious beliefs.
The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants. We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization. As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion.
We offer a competitive salary and benefits package which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program.