Board Liaison and Special Assistant to the Executive Director
Date: August 2014
Department: Executive Director's Office
FLSA Status: Exempt
Supervisor: Executive Director
The International Center of Photography (ICP) is the pre-eminent institution dedicated to the presentation and interpretation of the image and its production in contemporary culture. Composed of a museum, school, and archive, ICP's programs include exhibitions, education, and research serving general and specialized audiences made up of public, members, students, and professionals. Established in 1974 as an organization dedicated to "concerned" photography as an agent of change, ICP has become a significant voice in in the field. Museum galleries attract approximately 150,000 viewers annually and school's enrollment exceeds 4,000. This is a dynamic period in the history of ICP as it addresses the evolving global culture of images.
Reporting to the Executive Director, with a dotted line to the Senior Director of Development and Strategic Programs, the Board Liaison and Special Assistant to the Executive Director coordinates activities related to the Board of Trustees, provides administrative support to the Executive Director, and coordinates other special projects as assigned.
Key responsibilities include coordination of logistics for Board and committee meetings, writing minutes and tracking of by-laws, guidelines, and other governing documents, as well as safeguarding confidential information. On a day-to-day basis, the Board Liaison and Special Assistant to the Executive Director will also support the administrative responsibilities and duties for the Executive Director and Board of Trustees, including calendar management, correspondence, and relationship management.
Board Liaison and Support:
• Coordinate activities related to the Board of Trustees and facilitate Trustee relationships with staff and other ICP stakeholders.
• In collaboration with the Development Department, develop engagement opportunities for the Trustees and a communications calendar to keep Trustees abreast of ICP activities, including monthly reports on programmatic initiatives and important business.
• Schedule and manage the comprehensive calendar for Board and committee meetings; work closely with the Executive Director, Sr. Director of Development, and other members of ICP's senior leadership team to plan and execute meetings.
• Attend all Board and committee meetings; accurately record, edit and distribute formal minutes.
• Facilitate Board meeting logistics including materials preparation, talking points, room setup, and catering.
• Track, monitor, and follow up on progress of projects, action items, and strategies that originate from the Executive Director's office, and Board and committee meetings.
• Ensure compliance with by-laws, guidelines, and other governing documents.
• Develop and update Board handbook and orientation materials.
Executive Director Support:
• Proactively manage the Executive Director's relationships with Trustees, donors, staff, artists, and other key ICP stakeholders; participate in fundraising pipeline management, as related to the Executive Director's portfolio of donors and prospects.
• Manage general administrative tasks including scheduling, travel arrangements, financial reconciliation, and communications tracking for the office of the Executive Director.
• Produce meeting materials including agendas, reports, visual presentations, and briefing papers.
• Ensure that objectives for meetings are clear and realistic, and that the Executive Director is well-prepared. • Attend key meetings to capture important information and define follow up strategies.
• Use best judgment to bring critical matters to the Executive Director's immediate attention.
• Lead special projects as assigned.
• Other duties as may be assigned.
Candidate must have strong interpersonal skills and be highly detail-oriented, organized, and able to handle multiple projects at once. Excellent verbal and written communication skills, and the ability to interact effectively with staff and Trustees in a fast paced environment while remaining calm, efficient, and resourceful is essential. A high level of professionalism and confidentiality is also crucial to this role. Strong knowledge and experience with Raiser's Edge or other fundraising software and the Microsoft Office suite, a Bachelor’s degree, and 5 years relevant experience required. A demonstrated passion for photography, visual communications, and/or the arts is highly desirable.