Executive Assistant to President

The Executive Assistant to the President at the Institute of American Indian Arts (IAIA) provides high-level administrative and operational support to the President and the Board of Trustees. This position manages complex and sensitive responsibilities that require exceptional professionalism, sound judgment, confidentiality, and adherence to the highest ethical standards.

The Executive Assistant serves as the primary point of contact for the Office of the President and plays a key role in supporting the efficient operation of executive leadership functions. The position facilitates communication and coordination among institutional leadership, faculty, staff, students, external partners, and government stakeholders.

The Executive Assistant also supports institutional governance by coordinating Board of Trustees activities, maintaining official records and documentation, and assisting with administrative processes related to board operations and federal coordination. Through these responsibilities, the position contributes to the effective administration of the Office of the President and supports the mission and priorities of IAIA.

• Serve as the primary point of contact for the Office of the President, ensuring professional, responsive, and confidential communication with internal and external stakeholders.
• Manage and coordinate the President’s calendar, prioritizing meetings, events, and institutional commitments to support effective executive leadership and decision‑making.
• Prepare, edit, and proofread correspondence, memoranda, reports, presentations, briefing materials, and meeting minutes from notes, drafts, or verbal instructions.
• Serve as Secretary to the Board of Trustees, maintaining official records, governance documentation, and institutional archives in accordance with institutional policies and applicable regulations.
• Coordinate logistics for Board of Trustees meetings, including agenda development, meeting materials, scheduling, and documentation of official proceedings.
• Arrange travel, meetings, and institutional events for the President, Board of Trustees, and designated personnel, ensuring compliance with institutional policies and administrative procedures.
• Maintain tracking systems for correspondence, requests, and action items to ensure timely responses, accountability, and follow‑through on executive directives.
• At the President’s direction, conduct independent research and compile information on institutional, policy, and administrative matters requiring executive review; prepare concise summaries and recommendations for leadership consideration.
• Facilitate communication and coordination between the Office of the President and institutional leadership, offices, divisions, departments, external partners, and government entities.
• Provide information and guidance to members of the IAIA community regarding institutional policies, procedures, and administrative processes.
• Support the President’s effectiveness by coordinating activities with directors, faculty, staff, and students; resolving operational matters; and facilitating institutional communication and collaboration.
• Assist in the development, monitoring, and administration of budgets for the Office of the President and the Board of Trustees.
• Research, draft, and maintain the Board Policy Handbook and other governance documents to support institutional compliance and effective Board operations.
• Research federal policies and procedures related to Board of Trustees nominations, including preparation and submission of required notices to the Federal Register when applicable.
• Coordinate with the White House Office of Presidential Personnel regarding institutional needs and Board nomination processes. Provide guidance to prospective Board nominees regarding the nomination process and responsibilities of Board service, and maintain records of related inquiries and communications.
• Assist with Board governance functions including preparation of agendas, coordination of meeting logistics, documentation of proceedings, and organization of Board orientation and training sessions under the direction of the President.
• Maintain a professional, respectful, and collaborative environment within the Office of the President while exercising discretion, sound judgment, and the highest standards of confidentiality.
• Perform additional duties as assigned to support the operational, governance, and strategic priorities of the Office of the President and the Institute.
• Prepare the student worker position description and interview, hire, and supervise a student worker each semester.