Chief of Staff and Board Relations

Position Title: Chief of Staff and Board Relations

Department: Director’s Office

Reports to: Ellen Matilda Poss Director

Position Status: Full Time, Salaried Exempt, At Will     

The ICA offers a unique and rewarding work environment for those with an interest in contemporary art and culture. With a rich and ever-evolving calendar of exhibitions, performances, film screenings, and public programs, ICA staff are part of a dynamic institution that thrives on creativity and community engagement. Located on Boston’s scenic waterfront, working at the ICA provides a beautiful and inspiring setting to connect with visitors from all backgrounds and to play a key role in shaping meaningful, memorable experiences every day.

Overview:  Reporting to the Ellen Matilda Poss Director of the ICA, the Chief of Staff and Board Relations role is responsible for executing the Director’s vision, managing high-level projects, ensuring responsible governance and stewardship, and overseeing institutional initiatives and functions within the Director’s Office. This position regularly engages with sensitive institutional, and governance matters and therefore requires a high level of discretion, confidentiality, and diplomacy.

This role ensures effective communication and coordination of priorities across the Director’s Office, facilitates and manages special projects including strategic planning and new initiatives, while coordinating and effecting institutional alignment across departments and with ICA’s broader strategic initiatives. The Chief of Staff and Board Relations plays a pivotal role in ensuring that the Director’s agenda is implemented efficiently and effectively by managing executive priorities, facilitating strategic initiatives, and optimizing workflow within the Director’s team. The position will be the liaison to the Board of Trustees and other governance groups. In addition, the role requires providing administrative support to the Director, including calendar management, long-term project planning, and other administrative duties as assigned. On occasion, nights and weekend hours may be required to support Director’s meetings and initiatives.

The Chief of Staff and Board Relations contributes to a culture of collaboration, community, and respect, embodying the principles of ICA’s Quality of Service and centering Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.

WORKING AT THE ICA:

1. All ICA employees are required to reside in Massachusetts and within commuting distance from our Seaport location as of their first day of work.
2. The ICA offers a hybrid work week, which averages three days a week onsite for employees eligible to work remotely (subject to change, and at managers’ discretion).

Responsibilities:

• Serve as administrative support to the Director, ensuring strategic initiatives, priorities, and executive projects are effectively executed.
• Serve as liaison to the Board of Trustees and provide administrative support for all Board of Trustees, Advisory and governance committee meetings and to Leadership Team in all board relations activities.
• Ensure alignment between the Director’s Office and leadership team, facilitating regular strategy meetings and timely follow-through on projects and initiatives.
• Ensure the Director’s Office operates efficiently by managing priorities, coordinating cross-functional efforts, and optimizing internal workflows.
• Ensure the Director’s strategic goals are implemented across departments, serving as the liaison between the Director, the leadership team, and external stakeholders.
• Develop executive briefings, agendas, talking points, and strategy documents for the Director, ensuring well-informed and effective leadership engagement and partner with other departments on special projects including but not limited to shaping executive messaging, public statements, and institutional reports that reflect the Director’s vision.
• Handle sensitive strategic matters, partnering with the Director on addressing complex institutional challenges with discretion and professionalism.
• Support the Director’s response to emerging challenges, ensuring preparedness, clear communication, and strategic resolution.
• Oversee relations and liaise directly with Board of Trustees, Advisory Board as well as provide staff support for the Executive and Nominating and Governance Committees.
• Prepare materials and presentations for the Board meetings and committee meetings, as well as briefings and presentations for funders.
• Foster relationships with Board Members, donors, staff, and community partners. Represent the Museum in meetings and public engagements as needed.
• Provide administrative support to the Secretary/Clerk to the Board of Trustees and ICA.
• Research and develop board pipeline for Director and support new trustee orientation preparation and communication.
• Working closely with the Development team to manage the Director’s prospect and donor portfolio.
• Maintain and update the ICA’s Governance Handbook and distribution annually.
• Maintain all policies related to the governance of the institution, including but not limited to Code of Ethics, Whistleblower, Conflict of Interest, Authorized Signatories.
• With appropriate institutional department, manage and maintain institutional filings with government agencies (Development/Finance), complete annual policy disclosures and audit materials with Trustees (Finance).
• Perform other duties as needed.

Special Projects:

• Strategic Planning: Project manage strategic planning initiatives, managing timelines and deliverables, and oversee consulting relationships. Provide research to inform the strategy and support implementation. Monitor progress towards goals. Create and communicate updates for the Board of Trustees and leadership team.
• Reaccreditation
• Statistical survey data
• Other museum-wide projects and initiatives

Qualifications:

• Bachelor’s degree with a minimum of 8 years of transferrable work experience in executive administration, including experience working with board-level constituents at a non-profit organization, preferably a museum or arts organization.
• Proven track record of implementation of operations and execution of strategy, project management and leadership support.
• Demonstrated ability to implement and manage high-level institutional initiatives with cross-functional teams.
• Demonstrates a forward-thinking approach to drive the museum’s growth and community impact. 
• Exceptional research, analytical, and problem-solving skills with the ability to assess and synthesize complex information and situations, identify opportunities, and develop strategic solutions that drive long-term success and sustainability.
• Outstanding communication and executive advisory skills, with experience developing reports, and presentations.
• Strong organization skills. Ability to prioritize work, handle complex and multiple work assignments concurrently and accurately, achieve high quality work outcomes, meet deadlines, and effectively solve problems independently as well as part of a team. Ability to regularly exercise good judgment and initiative on non-routine matters. Ability to be resourceful and proactive.
• Ability to manage confidential and high-stakes matters with professionalism, discretion, and sound judgment.
• Strong leadership and management skills. Proven experience in building and maintaining relationships with internal team, board members, and other stakeholders. 
• Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion.
• Excellent attendance and reliability; strong interpersonal skills; helpful and facilitative attitude.
• Strong computer literacy, proficiency in Microsoft Office suite, and aptitude for learning new applications.
• Experience in creating board or leadership power point presentations.
• Experience with donor CRM system, proficiency with Tessitura a plus.
• Availability to work occasional nights and weekends.

Physical Requirements:

• Prolonged periods of remaining stationary working on a computer and speaking on the phone.
• Possess mobility to work in an office setting and use office equipment; move throughout museum and different building locations, and travel to offsite meetings when necessary. 
• Ability to lift up-to 15 pounds, pushing and pulling, keyboarding and gripping.  
• Ability to see, listen and talk for extended periods in person, over the telephone and computer to exchange accurate information with internal and external constituents. 

This is not necessarily an all-inclusive list of position-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The ICA offers an excellent benefit package that includes health, dental and vision insurance, disability/life insurance, flexible spending accounts, 403(b) retirement plan, and paid time off.

Salary Range: $125,000 – $135,000 annually

The wage range for this role accounts for a variety of factors used to make compensation decisions including but not limited to skill sets, experience and professional training, and to the organization’s internal compensation structure. It is typical for a new hire to enter their role at the lower end of the stated range based on meeting the minimum qualifications of the position. At the ICA, compensation decisions are dependent on facts and circumstances of each case.

How to Apply:

Interested candidates should send a resume and letter of interest to jobs@icaboston.org. When applying, please include “Chief of Staff and Board Relations” in the subject line.