Executive Assistant to the Executive Director

Boston, Massachusetts
May 13, 2019
Jun 12, 2019
Position Type
Full Time
Degree Level
Experience Level

The Executive Assistant reports directly to the Executive Director and is responsible for a high level of clerical, administrative, and general office assistance and support, to ensure an efficient and positive work environment in a growing organization. The successful candidate will have outstanding organizational skills, experience in a fast-paced environment, possess a meticulous attention to detail, have the ability to successfully prioritize and manage multiple duties, and have excellent independent judgment to act on behalf of the Executive Director when appropriate. This position requires the ability to provide strong support to the Executive Director in a one-on-one working relationship and excellent interpersonal skills, as well as sound judgment and maturity. The Executive Assistant serves as a liaison to senior management and the Library and Foundation staffs, as well as to the Foundation’s Board of Directors. Must be calm and efficient under pressure, and able to handle a wide variety of activities and confidential matters with discretion. Will require a time commitment and flexibility commensurate with the needs of the Executive Director and Foundation. The Executive Assistant will also manage key meetings, events, and special projects during the year.

Roles and Responsibilities:

Executive Support:

  • Serves as the primary point of contact for the Executive Director, often responsible for acting on his behalf. Communicates directly with Board members, donors, Foundation and Library staffs, and others on matters related to the Executive Director’s initiatives. Handles all incoming calls and emails pertaining to the Executive Director. Welcomes guests of the Executive Director, greeting them in person, on the telephone, or by email, and answering or directing inquiries from the public. 
  • Manages an extremely active and dynamic calendar of appointments, planning and scheduling meetings, conferences, and conference calls.
  • Works closely and effectively with the Executive Director to keep him well informed of upcoming commitments and responsibilities, following up in a timely and appropriate manner.
  • Provides Executive Director with all preparatory materials for appointments and meetings.
  • Coordinates logistics and materials for meetings and presentations including special events.
  • Schedules, coordinates the activities of, and provides service to the Executive Director’s staff meetings as directed.
  • Plans and optimizes all travel plans for the Executive Director, including arranging complex and detailed travel, itineraries and agendas, and compiling documents for travel-related meetings.
  • Manages expense reports and reimbursements on behalf of the Executive Director.
  • Successfully completes critical aspects of deliverables with a hands-on approach including drafting acknowledgement letters, personal correspondence, and other tasks that support and assist the Executive Director’s ability to lead the organization effectively. Prepares correspondence as directed by the Executive Director and coordinates mass mailings and email blasts as needed. Systematically track correspondence and status of requests and responses.
  • Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Maintains and organizes the Executive Director’s contacts database to ensure strong coordination of outreach to numerous audiences. 
  • Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.
  • Responsible for ensuring that the Executive Director’s office is well organized, including filing.
  • Responsible for maintaining the organization of the Foundation offices to ensure a proper atmosphere for visitors and staff, and to ensure efficient operations, including ordering and organizing supplies and equipment, and keeping common areas clean and tidy.
  • Organizes US Naturalization swearing-in ceremonies, staff holiday party and other staff-wide events on behalf of the Executive Director.
  • Provides comprehensive support for special initiative events and activities as determined by the Executive Director. Can include, but is not limited to, special luncheons, dinners, ceremonies, and community events.
  • Performs other duties as assigned by the Executive Director.

Board Support:

  • Serves as the administrative liaison to the Board of Directors.
  • Schedules, plans, and executes all Board and Committee Meetings in a timely manner.
  • Assists Foundation senior staff with board support, including preparation and dissemination of Board Minutes and briefing materials.
  • Complies with and ensures proper board support as required in by laws, regarding board committee matters and governance.
  • Assists Board members with travel arrangements, lodging and meal planning as needed.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Maintain the Board Manual, Board contact listing, and Board portal, updating board members and staff on a regular basis.


The ideal candidate will have:

  • Impeccable attention to detail, strong prioritization skills, and agility to multi-task and change priorities quickly.
  • Must be able to set a professional tone, and level of support that contributes to a positive work environment.
  • High level of interpersonal skills and emotional maturity a must.
  • Ability to build effective professional relationships with stakeholders including staff, board members, external partners, and donors.
  • Demonstrated proactive approaches to problem solving.
  • Excellent written and verbal communication skills
  • Must be able to maintain composure under pressure and manage unforeseen situations.
  • Must be able to work independently and proactively, synchronizing rapidly to anticipate Executive Director’s needs.
  • Requires flexibility and the ability to work after hours regularly, as required by the Executive Director and Foundation schedules.
  • Extremely strong Microsoft Office skills.

About the John F. Kennedy Library Foundation

The John F. Kennedy Library Foundation is a 501(c)(3), non-profit organization founded in 1984 to provide financial support, staffing, and creative resources for the John F. Kennedy Presidential Library and Museum, a presidential library administered by the National Archives and Records Administration. The Kennedy Presidential Library and the Kennedy Library Foundation seek to promote, through educational and community programs, a greater appreciation and understanding of American politics, history, and culture, the process of governing and the importance of public service.

The John F. Kennedy Library Foundation provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. Salary is commensurate with experience and includes an outstanding benefits package.

Interested and qualified candidates are asked to send a cover letter, resume, and salary requirements to:

Steven Rothstein

Executive Director

John F. Kennedy Library Foundation

E-mail: HR@JFKLFoundation.org

No phone calls, please.