Executive Assistant, President's Office

Brooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas-engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

The Executive Assistant to the President provides high-level administrative, strategic, and communications support to the President of Brooklyn Academy of Music. Serving as a trusted partner and extension of the President, this role manages a complex and dynamic schedule, prepares correspondence and presentations, staffs the President at meetings and events, and ensures seamless coordination across the institution.

The Executive Assistant is often the first point of contact for a wide range of internal and external stakeholders and must exercise exceptional judgment, discretion, and professionalism. This position requires an experienced, highly motivated, and proactive individual with outstanding organizational and writing skills, a strong sense of discernment, and the ability to build effective working relationships with trustees, donors, artists, public officials, and staff at all levels.

While a dedicated member of the President's Office leads Board relations, the Executive Assistant will interact regularly with trustees and serve as a key backup in supporting Board communications, meeting logistics, and follow-up as needed.

This position reports directly to the President and works closely with the President's Office, Senior Leadership Team, and a broad range of internal and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

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.