The American Academy in Rome is the oldest overseas center for research and study in the arts and humanities. Each year, the Academy awards the Rome Prize to a select group of artists and scholars who are invited to live and work in a dynamic international community in the heart of Rome. To support the work of these Fellows, the Academy also hosts programming in Rome, New York, and around the United States.

AAR is an Equal Opportunity Employer.

Position Summary

The American Academy in Rome is a leading overseas center for independent studies and advanced research in the arts and humanities. A privately funded institution, the Academy relies on the generous support of individuals, foundations, and corporations to support innovative artists, writers, and scholars in generating new ideas together in a dynamic international community.

The Executive Office and Board Relations Manager plays a critical role in supporting the office of the President/CEO and Board of Trustees by ensuring the smooth functioning of the Executive Office and overseeing board operations. This role combines high-level executive support, board meeting coordination, and office management. The ideal candidate will be detail-oriented, discreet, responsive, and proactive — capable of managing multiple priorities with professionalism and poise.

Key Responsibilities

Executive Support (45%)

• Manage the President’s calendar, including scheduling internal and external meetings across multiple time zones 
• Coordinate all aspects of the President’s travel, including flights, accommodations, ground transportation, and meeting logistics; ensure itineraries are well-organized, contingency plans are in place, and travel runs smoothly 
• Work closely with the Chief of Staff to ensure consistent, high-quality support of the Executive Office including preparation of briefing materials and adjusting scheduling, communications, and task management in response to evolving needs and priorities 
• Support the President with administrative needs to enable more efficient use of his time

Board Relations (45%)

• Organize logistics for all Board of Trustees and board committee meetings, both virtual and in-person 
• Schedule committee meetings in coordination with trustees and senior staff 
• Prepare, distribute, and archive agendas, minutes, and meeting materials 
• Attend all board and committee meetings to take minutes and provide administrative support 
• Maintain the board calendar and contact lists

Office Management (10%)

• Manage New York office needs, including coordinating stationery, office, and kitchen supplies; coordinating with IT and equipment vendors; coordinating with the Academy’s landlord on building issues, including temperature, maintenance, repairs, building access, and security. 
• Manage reception desk and area, including handling phone and front door calls; receiving and assisting visitors; directing deliveries and vendors; handling postage meter and incoming/outgoing mail and packages generally maintaining organization and printed materials in area. 
• Assist with the onboarding/offboarding of employees (primarily systems access and laptop set up) 
• Assist with Academy events as needed, including galas and other donor events.

Qualifications

• Bachelor’s degree and at least 5 years of relevant experience as an Executive Assistant 
• Demonstrated experience managing executive calendars and coordinating high-level meetings 
• Exceptional writing, editing, and note-taking skills, with a demonstrated ability to synthesize complex discussions into clear, concise, and accurate written materials; trusted to produce high-quality communications that reflect institutional tone and priorities 
• Outstanding interpersonal skills with ability to interact professionally and diplomatically with a wide range of constituents including management and support staff, board members, donors, and vendors 
• Proven strength in effectively prioritizing and managing time, taking initiative, thinking and learning quickly, juggling multiple duties and tasks, and meeting deadlines 
• Impeccable attention to detail and accuracy 
• Discretion and sound judgment handling sensitive information 
• Ability and willingness to work occasionally work evenings and weekends 
• Proficiency with Microsoft Office Suite, Zoom, and other conferencing technologies

Attributes for Success

• Professionalism and confidence in interfacing with trustees, senior leaders, and external partners 
• Ability to represent the President’s office in a professional, gracious, flexible, and generous manner 
• A calm, solutions-oriented approach to problem solving 
• Responsiveness and reliability; able to address needs and follow up promptly, often on tight timelines 
• Strong sense of ownership and follow-through 
• Ability to work independently while also collaborating effectively across departments 
• Commitment to the mission and values of AAR

How To Apply

Please submit a cover letter detailing your interest in the American Academy in Rome, your qualifications, and how you can contribute to our mission. Applications will be accepted until the position is filled.

The compensation for this role is between $75,000 and $85,000.

Benefits

• Health Coverage: Medical, dental, and vision insurance
• Life and Disability Insurance: Employer-paid life insurance, as well as long-term and short-term disability coverage
• Flexible Spending Accounts (FSA): Pre-tax options for healthcare and dependent care expenses
• Telemedicine Services: Convenient access to virtual care
• Retirement Plan: A 403(b) retirement plan with generous employer match
• Paid Time Off: Generous paid time off, including vacation, holidays, and sick leave
• Additional Voluntary Benefits: A variety of optional benefits to meet individual needs
• Attendance: We value a healthy work-life balance and currently offer a work schedule of four days in-office and one day of remote work.

The American Academy in Rome is an Equal Opportunity Employer.