Special Assistant, Board Relations

PEN America, a nonprofit organization working at the intersection of literature and human rights, seeks a proactive, analytical, and highly detailed-oriented special assistant to work closely with our senior leadership and senior manager of board relations and executive office. This is a full-time position based in our headquarters in New York City and will report to the senior manager of board relations and executive office.

The special assistant will be the primary administrative and logistics staff person supporting the PEN America Board of Trustees and its various Committees. The Board is made up of prominent writers, philanthropists, and nonprofit and business professionals. The successful candidate will handle sensitive matters and support Board activities, ensuring outcomes are properly documented to support the Board’s compliance with governance policies, procedures, and best practices.

They will ensure that required actions happen in a timely manner and key information is communicated between and among the Board, its Committees and members, the Co-Chief Executive Officers, and other key executive officers. Beyond administrative work, the role requires a strategic focus, and the special assistant will exercise considerable discretion and independent judgment in the performance of their duties.

This is a unique opportunity to be an integral part of a dynamic and collaborative organization celebrating and defending literature and free speech in a time of increasing domestic and international attacks, while working to build a diverse community of stakeholders. For a high-capacity individual with a willingness to take on new challenges, the position offers opportunities for professional advancement within nonprofit operations and management.

All positions are subject to a six-month trial period and assessment. In alignment with PEN America’s current policy for this position, all applicants should be available to report to the office at least four days per week. This policy is subject to change.

• In close coordination with the Co-CEOs and senior manager, manage relations with the Board of Trustees, serving as the primary point of contact for all Trustees and for Board-related matters
• Manage the Board calendar, including the scheduling of Board and Committee meetings, candidate recruitment, Board retreats, and other engagements
• In collaboration with the senior manager, plan and execute logistics of all Board of Trustees meetings and affiliated activities throughout the year, including venue, security, food, entertainment, IT logistics, and travel and lodging for Trustees and participating staff
• Provide overall Board support including assembling materials for meetings; drafting agendas, presentation decks, reports, and meeting minutes, as well as correspondence; and maintaining Board resources, including the Board Handbook and Board and Committee membership rosters
• Maintain corporate records, including Board meeting minutes, resolutions, contact information, attendance records, and other documents
• In collaboration with the senior manager, support the development of Board communications, including a weekly email that shares key programmatic highlights and a monthly newsletter to the Board
• Provide general assistance to the senior manager, which includes, but is not limited to: calendar management and scheduling meetings; project management; internal and external communications and requests; database support and materials management; and oversight of special projects, as needed
• Provide executive support to the Co-CEOs in the absence of the special assistant

• Bachelor’s degree and a minimum of two years of relevant professional experience including experience in coordination, schedule management, and internal communications. Experience supporting a nonprofit Board of Directors is preferable, but not required.
• Demonstrated ability to maintain confidentiality, discretion, and professional judgment
• Excellent written and verbal communication skills with proficiency in Microsoft Office, GSuite, and other board management portals/software
• Strong project management, organizational, and…