The American Academy in Rome is the oldest overseas center for research and study in the arts and humanities. Each year, the Academy awards the Rome Prize to a select group of artists and scholars who are invited to live and work in a dynamic international community in the heart of Rome. To support the work of these Fellows, the Academy also hosts programming in Rome, New York, and around the United States.

AAR is an Equal Opportunity Employer.

Position Summary

As principal aide to the President and CEO, the Chief of Staff handles a wide range of matters on his behalf.

The Chief of Staff serves as a senior advisor and strategic partner, providing high-level support in managing the priorities, initiatives, and operations of the President’s Office. This role requires strong leadership, political acumen, and the ability to navigate a complex organizational landscape while advancing strategic priorities, fostering collaboration, and ensuring efficient execution of organizational goals. The Chief of Staff works closely and collaboratively with other members of senior staff and acts as a key liaison on behalf of the President with internal and external stakeholders including staff at all levels, the Board of Trustees, peer colleagues, and the media.

The Chief of Staff reports to the President and supervises the President’s Office Executive Assistant & Administrative Support Manager and the Board Relations Coordinator.

Key Responsibilities

Project-manage initiatives launched by the President, to ensure effective development and firm establishment in an implementation workflow.

Stand in for the President in meetings and at events in New York, Rome, and elsewhere, and be his voice when he is unable to be present.

Enable the President to work most effectively.

Project Management

Drive key projects, ensuring cross-departmental implementation and efficient follow-up, seeing to it that deadlines, deliverables, and objectives are met in alignment with institutional priorities, and steward follow up as needed.

Work closely with senior executives and diverse stakeholders to develop and implement policies and procedures that enhance efficiency and accountability within the organization.

Stakeholder Engagement

Represent the President in high-level meetings, working with organizational leadership, the Board of Trustees, representatives of affiliated or subsidiary organizations, project contractors, government officials, the media, donors, and other external stakeholders.

Serve as the President’s surrogate and proxy in New York and Rome when he is unavailable.

Foster relationships with external stakeholders to advocate for institutional needs.

Communicate and coordinate effectively with leadership and governance individuals and groups, ensuring transparency and collaboration in decision-making processes.

President’s Office

Oversee daily operations of the President’s Office, ensuring effective coordination across departments and teams.

Enhance the value of the President’s meetings by:

• Facilitating realistic meeting objectives, preparation by participants, and adequate briefing of the President.
• Focusing on content, appropriateness, and best use of time and resources for all.
• Ensuring the Executive Assistant’s timely and accurate management of calendar and logistics.

Coordinate projects and commitments directly involving the President and his direct reports, identifying matters that could affect the successful execution of the President’s commitments.

Manage all aspects of the President’s Office budget including budget drafting, reforecasting, monitoring expenditures, and interacting with Finance.

Communication and Issue Management

Draft and/or review communications and scripts prepared for the President or on behalf of the President’s Office or the institution.

Identify or elevate issues that require the attention of the President and communicate with him; propose approaches to resolve or mitigate such issues; and focus on creating alignment and consensus among disparate stakeholders.

Be a member of the Executive Leadership Team and any like body, with special responsibility for institutional planning, policy development, and problem resolution.

Work closely with communications and human resources staff on development and implementation of internal communications and on staff engagement.

Advisor and Project Lead

Serve as strategic thought partner, confidant, trusted advisor, and sounding board to the President and to executive team members.

Actively monitor issues and developments in and across the organization and offer key decision-making support.

Lead special President-initiated projects as appropriate, including but not limited to strategic planning initiatives, benchmarking, and research projects.

Work with the President on institutional budget planning.

Synthesize complex information into actional recommendations for the President and leadership team.

Qualifications

Highly organized, synthetic and strategic thinker, able to work in complex organizations across a variety of stakeholders.

Independent and self-motivated leader, with good judgment, able to make decisions and also take direction.

Effective and creative problem solver, able to interpret guidelines and appropriately and diplomatically manage situations as they arise.

Able to form strong working relationship across the institution and to work effectively and empathetically with people at all levels.

Dedicated work ethic with ability to travel internationally and to contribute time on some nights and weekends, including special events.

Flexible and resourceful, able to adapt to changing deadlines or circumstances as needs evolve.

Effective management, planning, time-management, and teambuilding skills.

Highly developed written and oral communications, public speaking, and interpersonal skills.

Strong financial literacy, including experience with financial analysis, budgeting, cash flow management, and risk management.

Digitally capable, including Salesforce, Canva, Microsoft 365 (Windows, Outlook, PowerPoint, Word, Excel), and able to learn new tools quickly as needed.

Unwavering personal code of ethics, integrity, discretion, and trust.

Able to maintain a high level of confidentiality while dealing with proprietary knowledge and personal information, budgets and other sensitive materials.

Requirements

Minimum 7–10 years’ experience with cross-institutional projects and project management.

Graduate degree, preferably in public or business administration.

Fluency or near-native fluency in Italian.

Apply

Apply for this position. The compensation is $85,000–$135,000 annually.

Position Summary

The Assistant Controller will serve as a key member of the Finance & Administration team, responsible for leading the execution of the day-to-day financial operations of the New York Office. In addition to leading core accounting functions, this role will play a critical strategic and operational role in supporting the CFO and Director of Finance and Administration. The position is designed to include direct oversight of the Academy’s HR operations through a Professional Employer Organization (PEO) partner.

Key Responsibilities

Financial Management and Accounting

• Lead the New York Office Month end close process. Maintain the general ledger, supervise day-to-day accounting functions, including accounts payable (AP), accounts receivable (AR), payroll, ensuring compliance with GAAP and AAR’s internal policies.
• Monitor and reconcile financial transactions, including bank and credit card accounts, ensuring accurate documentation.
• Support cash flow management and forecasting, vendor payments via bill.com, manage cash transfers to the Rome office and collaborate with Development Department on various incoming revenue streams.
• Partner with Development to reconcile cash and stock gifts donations and pledges between Sage Intacct and Salesforce and ensure that adequate support documentation is attached to entries.
• Support financial audits, coordinate with auditors, and lead preparation of audit schedules and documentation.
• Coordinate with finance staff in Rome to on various accounting deliverables.

HR & PEO Oversight

• Serve as the primary liaison between the American Academy in Rome and its selected Professional Employer Organization (PEO).
• Own all aspects of the PEO relationship including onboarding, payroll processing, employee benefits administration, and regulatory compliance.
• Coordinate the processing of bi-weekly or semi-monthly payroll in partnership with the PEO and ensure alignment with accounting.
• Manage the HR Information System data integrity, reporting, and staff recordkeeping in coordination with the PEO platform.
• Support the CFO and Director of Finance and Administration in implementing and maintaining HR policies, training, and onboarding protocols.

Team Leadership and Process Improvement

• Supervise and mentor Accountant, ensuring clear deliverables and professional development.
• Lead process improvement initiatives to enhance the efficiency, accuracy, and scalability of accounting and HR workflows.
• Foster collaboration between the Finance and Administration departments in New York and Rome as well as other functional departments.

Qualifications

• Education: Bachelor’s degree in Accounting, Finance, or related field
• Experience: Minimum 7–10 years of progressive nonprofit accounting experience. Prior work with PEOs as well as Audit/Accounting practice is highly desirable.
• Skills:
  • Deep working knowledge of multiple restricted fund management.
  • Familiarity with Financial Edge, Sage, Salesforce is highly desirable.
  • Proficiency in Microsoft Excel, including pivot tables and advanced formulas.
  • Strong organizational, analytical, and communication skills.
  • Ability to handle sensitive information with discretion.

Work Environment

This is a full-time position based in New York. Must be in the office at least 4 days a week.

Compensation & Benefits

• Competitive salary commensurate with experience.
• The salary range for this role is between $100k–$120k depending on experience.
• Comprehensive benefits package (health, dental, vision, 403(b) with employer match, paid leave).
• Access to cultural and academic events and resources.
• Opportunity to work with a mission-driven, globally impactful institution.

Apply

Please submit your resume and a cover letter detailing your qualifications and interest in the position here. Applications will be reviewed on a rolling basis until the position is filled. The compensation is $100,000–$120,000 annually.

Equal Opportunity Employment: The American Academy in Rome is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.