Executive Coordinator

AMERICAN ACADEMY IN ROME Executive Coordinator

Location:

New York, New York

Reports to:

Chief of Staff

Founded in 1894, the American Academy in Rome is a leading American overseas center for independent study and advanced research in the arts and humanities. Each year, the Academy awards the Rome Prize to approximately 30 artists and scholars who join a dynamic, transdisciplinary residential community on the Academy’s eleven-acre campus on the Janiculum Hill—enriched further by invited Residents and Visiting Artists and Scholars, reaching a community of approximately 100 at any given time.

Fellows and Residents have gone on to earn 79 Pulitzer Prizes, 63 Mac Arthur Fellowships, 5 Nobel Prizes, and 5 Pritzker Prizes, among many other distinctions.

The Executive Coordinator provides operational and administrative support to the President and CEO of the American Academy in Rome and manages the day-to-day functioning of the Academy’s New York office, ensuring that the President’s time is well organized, that the New York office runs without friction, and that the Academy’s administrative infrastructure and records are reliable.

Reporting to the Chief of Staff and working in close daily coordination with the President and CEO, the Executive Coordinator manages the President’s calendar and travel, anticipates his briefing needs in collaboration with other departments, and serves as an operational point of contact between the Academy’s New York and Rome offices. The position also carries responsibility for the New York office itself, including vendors, facilities, supplies, onboarding logistics, and support for Academy programs and convenings held in the United States.

The Executive Office comprises the President and CEO, Chief of Staff, Deputy Chief of Staff, and the Executive Coordinator. The role offers significant exposure to the full scope of institutional leadership and, with demonstrated capability, the opportunity to take on broader institutional priorities over time.

Success in this role will be defined by a well-managed presidential calendar, seamless travel and meeting logistics, a New York office that functions without friction, accurate and accessible institutional records, and a President who arrives at his commitments prepared.

Working closely with the Executive Office team, the position will lead:

• Maintain the President’s calendar, scheduling meetings, appointments, and engagements with appropriate prioritization.
• Arrange domestic and international travel for the President, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate logistics for the President’s travel to and presence in Rome, working closely with Rome-based colleagues.
• Serve as a point of operational contact between the New York and Rome offices on scheduling and administrative matters.
• Provide event and logistics support for in-person Board of Trustees convenings in New York, approximately three per year, in coordination with the Deputy Chief of Staff and Board Liaison.

• Review the President's calendar on a regular look-ahead to identify which upcoming meetings and engagements require a briefing, confirming the purpose of a meeting where the calendar alone does not make it clear.
• Request briefing materials from the department best positioned to write them — Development for fundraising and donor meetings, the Deputy Chief of Staff for governance and institutional matters — and hold the deadline for their delivery.
• Manage correspondence flow into the Executive Office, drafting routine replies and routing substantive matters to the Chief of Staff or the Deputy Chief of…