Executive Assistant to the President

Administration · New York, New York
Department Administration
Employment Type Full-Time
Minimum Experience Mid-level

The American Academy in Rome (www.aarome.org), an overseas center for independent study and advanced research in the arts and humanities, seeks a skilled, resourceful, and highly organized Executive Assistant to the President, based in the New York Office. This position supports the President and serves as a key liaison to the staff in New York and Rome, as well as to the Board of Trustees, donors, and the Academy community.  In this role, the Executive Assistant plays a frontline role in managing all internal and external priorities as they relate to the Office of the President, including: coordinating and supporting all aspects of the President’s calendar and workflow (such as drafting correspondence, prepping for meetings and speaking engagements, etc); managing short- and long-term projects; serving as the primary gatekeeper to the President; and generally facilitates the seamless operation of the President’s office.


The Executive Assistant reports to the President and works closely in all activities including the coordination of a complex array of meetings, travel arrangements, and social engagements.  S/he works in close coordination with the Director’s office in Rome and with all departments/teams in New York and Rome. Applicants should display a genuine interest in and working knowledge of Academy’s programs and activities.


To perform this job successfully, an individual must be able to perform each essential function at a high level.  The requirements listed below are representative of the knowledge, skill, and/or ability required:


  • Bachelor’s degree required, preferably in the arts or humanities.
  • At least five years of full-time experience as an Executive Assistant, preferably in a cultural or academic setting.
  • Exceptional interpersonal and communication skills, both verbal and written, with ability to interact professionally and diplomatically with a wide range of constituents including management and support staff, board members, donors, and vendors.
  • Ability to represent the President’s office in a professional, gracious, flexible, and generous manner; the ability to remain calm in a quick-paced and at times high-pressured environment.
  • Exemplary administrative and organizational skills, including accuracy, thoroughness, and meticulous attention to detail.
  • Proven strength in effectively prioritizing and managing time, taking initiative, thinking and learning quickly, juggling multiple duties and tasks, and meeting deadlines.
  • Excellent judgment and discretion in handling confidential and sensitive information.
  • Demonstrated ability to balance working proactively and independently with working collaboratively.
  • Strong proficiency in Microsoft Office applications including Word, Excel, and PowerPoint
  • Experience with the Google software platform, including Gmail, Google Drive and Google Meet
  • Proficiency in Raiser’s Edge or other database software a plus.
  • Occasional evening and weekend work will be required, and there is a potential for travel to the Rome campus 
  • Knowledge of Italian and/or experience working with a bilingual staff is a plus.
  • Experience working internationally, across multiple time zones.


The American Academy in Rome provides generous health and retirement benefits and a salary commensurate with experience.  AAR is an equal opportunity employer.


Applications are confidential and should include three references.  

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  • Location
    New York, New York
  • Department
    Administration
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level