Assistant To Jobs (NOW HIRING)

The Organization

The Gilder Lehrman Institute of American History (GLI) is the nation’s leading nonprofit and nonpartisan organization dedicated to improving the teaching and learning of American history through educational programs and resources. We serve K–12 teachers and students, honor scholars, and welcome and inform the general public.

Since its founding in1994, GLI has created powerful and meaningful ways to teach and learn history. Focusing on primary sources, the Institute offers teacher seminars, online courses, exhibitions, digital materials, and print publications that enable students of all ages and backgrounds to study the nation’s past.

The Institute brings the work of today’s leading historians into classrooms and homes worldwide. Through public events, publications, posters, videos, exhibitions, essays, and a dedicated website rich in primary sources, GLI brings every period of American history to life. Diverse education programs, including the acclaimed Hamilton Education Program, provide opportunities to explore five centuries of American history. The Gilder Lehrman Affiliate School network comprises more than 15 million students and 100,000 educators from more than 37,000 schools worldwide.

The Position

GLI is currently seeking an Assistant to the President. The Assistant must be exceptionally organized, adaptable, and resourceful. The person in this role will work closely with many across the organization and must be highly collaborative, flexible, and communicative.

This role reports to the President and CEO, with a dotted-line relationship to the Chief of Staff.

The Assistant to the President is a full-time, in-person position at GLI’s Midtown Manhattan office. Occasional evening and weekend hours may be required.

Roles and Responsibilities (including, but not limited to)

Assistant to the President (75%)

• Maintain the President’s schedule of appointments, ensuring that Institute priorities are reflected in the calendar
• Manage the efficient flow of information for the President, including maintaining electronic and paper files and monitoring incoming email
• Ensure that the President is prepared for all events and appointments, in coordination with the Development Department
• Handle all travel arrangements for the President and others, as needed
• Manage the President’s social media, in coordination with the President’s Research Assistant
• Support the President’s technological needs, in collaboration with the Technology, Information, and Digital Engagement Department
• Create and edit presentations for external meetings in collaboration with the Chief of Staff
• Purchase educational materials and other items as directed by the President
• Manage sensitive matters with confidentiality and discretion

Board Operations and Logistics (15%)

• Coordinate meeting logistics, including scheduling with Board members and their offices, setting up the required technology for hybrid sessions, and catering for in-person meetings
• Maintain systems to ensure that Board members have access to relevant information and the support they need in order to fulfill their advisory, oversight, and advocacy duties
• Organize staff contributions to Board presentations for review, ensuring that Board materials are ready and distributed in advance of scheduled meetings
• Maintain records of meetings and attendance, including preparing minutes

Office Operations and Coordination (10%)

• Handle all front office responsibilities, including greeting visitors, answering the main office telephone, managing all incoming and outgoing mail, and preparing outgoing shipments across the organization
• Monitor and manage the info email inbox
• Fulfill purchase requests and manage office supply inventory for multiple office spaces
• Field questions about the office and coordinate with staff members to troubleshoot problems with office equipment
• Coordinate and schedule appointments with outside vendors
• Lead regular office inspections for possible safety risks, and regularly review and update the Office Emergency Plan
• Support on-site meetings for GLI departments and stakeholders
• Oversee the weekly all-staff meeting schedule and manage internal staff events
• Ensure office tidiness and organization

Requirements

• Bachelor’s degree required
• Savvy technology skills, particularly with Google Suite and social media platforms
• Strong interpersonal, verbal, and written communication skills
• Excellent organizational skills and attention to detail
• An ability to handle all situations with a calm and professional approach
• Connection to the Institute’s mission, American history, and/or K–12 education is a plus
• Experience with Canva, Asana, and Salesforce is a plus