Executive Assistant, Office of the President

About The Apollo

The Apollo Theater, a prestigious cultural institution and recipient of the inaugural Kennedy Center Award in December 2024, has been a cornerstone of American arts since 1934. It champions Black artists and voices from the African Diaspora and serves as a vibrant non-profit based in Harlem, attracting audiences locally and globally. Known for its historic Amateur Night and launching iconic careers such as Ella Fitzgerald and Lauryn Hill, it continues to host renowned and contemporary performers.

Position Overview

We are seeking a full-time Executive Assistant to the President & CEO to serve as a highly organized and discreet right hand in managing executive operations. This role requires exceptional communication skills, professionalism, and the ability to effectively manage confidential information. The Executive Assistant will coordinate extensively with senior leadership and the Board of Directors, ensuring optimized management of the President & CEO’s time and commitments, including high-level correspondence and logistics.

Key Responsibilities

• Act as the primary contact and gatekeeper for the President & CEO's office, managing communications and prioritizing requests.
• Oversee a complex and dynamic executive calendar, resolving conflicts and preparing comprehensive briefings.
• Compose, review, and manage polished correspondence and documents on behalf of the executive.
• Arrange domestic and occasional international travel logistics, including itinerary planning and expense reporting.
• Serve as liaison to the Board of Directors and committees, coordinating meetings, preparing materials, and maintaining official records.
• Take precise meeting minutes, track action items, and ensure follow-through on governance tasks.
• Maintain confidential electronic and physical filing systems for executive records.
• Draft presentations and briefing materials using established templates.
• Support special projects, executive events, and donor or partner cultivation activities.
• Uphold strict confidentiality regarding sensitive governance, personnel, and financial information.

Required Qualifications and Skills

• Minimum 5 years of experience supporting C-level or senior executives, preferably with nonprofit board involvement.
• Demonstrated discretion and sound judgment handling sensitive information.
• Outstanding verbal and written communication skills, with experience producing professional-level correspondence.
• Ability to juggle multiple priorities effectively in a fast-paced environment with strong organizational skills.
• Proactive problem solver who takes initiative and delivers results independently.
• Professional demeanor interacting with senior leaders, trustees, artists, donors, and external collaborators.
• Advanced proficiency in Microsoft Office Suite and Google Workspace, including calendar and virtual meeting tools.
• Willingness to learn task management and CRM/database software as needed.
• Passion for The Apollo’s mission and interest in arts and cultural initiatives.
• A growth-oriented mindset coupled with curiosity.

Additional Requirements

• The role requires onsite presence at The Apollo Theater in Harlem with flexible scheduling to accommodate the President & CEO’s calendar.
• Availability to work occasional evenings and weekends associated with board meetings, performances, and special events.

Compensation

The salary range for this position is $110,000 to $120,000 per year.