Administrative Assistant and Board Liaison, Executive Office

New York City, New York
May 05, 2021
Jobs Outside Higher Education
Other Jobs Outside Higher Education
Employment Type
Full Time
Institution Type
Four-Year Institution

Administrative Assistant and Board Liaison, Executive Office works directly with the President to effectively pursue the President’s agenda and manage the operations of the Executive Office. They will operate with a deep understanding of Union’s role within the community and around the globe.            

The Union Theological Seminary community is diverse not only in race, age, gender, and sexuality, but also in geography, background, perspective, denomination, and even faith traditions.

It is set in the urban environment of New York City, which is a microcosm of the world, a place where the local and the global intersect.

It enjoys cooperative relations with other academic, cultural and church institutions in the Morningside Heights/Harlem neighborhood, as well as in the greater New York area and elsewhere.

Union Theological Seminary, an equal opportunity employer, seeks a racially diverse, broadly representative faculty, staff, and student body that is sensitive to cross cultural issues.

The Administrative Assistant works directly with the President to effectively pursue the President’s agenda and manage the operations of the Executive Office, including:

  • Organize the President’s schedule and set priorities for daily, weekly, and long-term goals.
  • Manage communications and correspondence with an eye for relationships and outcomes.
  • Support the President in carrying out the mission and vision of the school.
  • Meet once a week to plan and prioritize the President’s agenda.
  • Carry out administrative and operational functions of the Executive Office.
  • Attend executive meetings and selected meetings to facilitate follow-up and action.
  • In close collaboration with the Vice President of Development, cultivates and tracks the Vice President for Administration and President’s relationship with the Board of Trustees. This includes creating and updating comprehensive database files for all trustees.
  • Oversees and maintains the Board’s governance calendar, including setting and enforcing deadlines for all committee meetings and full Board meetings.
  • Attends all Board meetings; oversees follow-up projects related to all Board committee meetings.
  • Maintains all Board minutes and related documentation including organizing all official Board records, within Union’s electronic and paper archives.
  • Manages all Board governance activities, including planning and executing all Board meetings and retreats. This includes, but is not limited to, collaboratively setting agendas, securing accommodations, reserving meeting rooms, coordinating meals, assembling, and mailing all board meeting materials, communicating with trustees regarding attendance and travel, and filing all accounting paperwork for meeting expenses and reimbursements.
  • In close collaboration with the Vice President of Communications and Marketing, oversees and directs all communication between the Board of Trustees and the full Union community: students, staff and faculty.
  • Supports the Vice President for Administration and the Board of Trustees with Board recruitment.
  • Routes incoming mail and telephone calls to appropriate offices.
  • Special projects, as assigned

The person in this position will collect and analyze data related to progress of the strategic plan and will share this data with the President and Vice President for Administration, and on direction from the President, with the Board of Directors. Monitor reports from senior staff and ensure the Board receives regular progress reports and status reports.

In summary, the three principal focus areas are: enacting the President’s agenda, supporting the work of the Board of Trustees, and implementing strategic initiatives of the school.

This person reports to the Vice President for Administration while working closely with the President to craft and implement the President’s agenda.


Qualifications and requirements: Must have an appreciation and understanding of the intellectual, spiritual, social and political culture of a progressive interdenominational theological school as well as a high tolerance for differences expressed with strong conviction. Must enjoy working at a high-energy, high-motivational level, and demonstrates excellent customer service skills. Ability to solve practical problems and deal with a variety of variables is essential. Must exhibit mature judgment and proven decision-making skills: to prioritize multiple tasks and respond to changes in scheduling with flexibility; to maintain confidentiality; to respond to sensitive information, crises or conflict situations effectively. The person selected will possess a professional and personal demeanor that elicits trust and confidence from other employees, staff and trustees.

Education and/or experience: Bachelor’s degree from an accredited four-year college or university, or an associate’s degree and/or combination four years’ experience and education. Familiarity with higher education, church-related agencies or other foundation, non-profit or philanthropic organizations preferred. The capacity to manage dynamic and shifting responsibilities with flexibility and calm is crucial.

Writing skills: Excellent planning, organization and interpersonal and communication skills are essential. Ability to write correspondence, minutes, and to present information effectively and respond to questions from groups of faculty, administrators, board members, students and the general public in person and on the telephone are necessary.

Budget skills: Ability to maintain President’s budget accounts and perform other bookkeeping tasks, such as reports and reimbursements, is essential.

Other skills and abilities: Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), excellent proofreading, editing of correspondence, Smartsheet and Raiser’s Edge.  Experience with Board relations and Board liaison work is preferred.

  • All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
  • This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
  • This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.


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