Board Services Coordinator

Job Description

Duties and responsibilities

• Maintains calendar, schedules, appointments and meetings as requested.
• Provides administrative support to the Manager of Board Services and the Executive Team.
• Assist in efficiently coordinating board and all committee meetings.
• Manage all meeting logistics, including developing board and committee agendas, meeting documentation and calendars, timely preparation and distribution of agendas, notifications, and advance meeting materials.
• Maintain online Board and committee calendars.
• Serve as backup recording secretary for board and committee meetings.
• Prepare and maintain meeting minutes, bylaws, policies and documents of the board and its committees in a timely manner.
• Assist in transcribing and preparing written reports and formal minutes from meetings.
• Communicate all decisions, actions, directives, and important information following board and committee meetings for the appropriate individuals.
• Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner.
• Assist in maintaining the Board Member’s Roster. Manage all logistics, including travel arrangements, room bookings, and meals for Board and Committee Members.
• Manage the process for members of the public to appear at Board and committee meetings.
• Assist in administering and updating the board information portal to ensure transparency of board policies, activities and decisions.
• Assist in coordinating orientation for new board and committee members and ongoing education for all board members in understanding their roles and responsibilities.
• Ensure board and committee members’ travel reimbursement claims are submitted for processing.

• Manage internal and external correspondence and inquiries relating to the board and committees, including sensitive information.
• Assists with Front Desk duties and responsibilities which include mail and directing traffic during various headquarter building meetings.
• Acts as the Records Coordinator ensuring proper record retention processes are maintained.
• Run errands as needed.
• Conducts research, data collection and analysis of information for use in reports, presentations, and meetings.
• Proofreads and edits complex reports and documents.
• Respond to general email and phone inquiries.
• Performs other related duties as assigned.

Skills

• Customer service driven.
• Ability to multitask in a fast-paced environment.
• Extensive demonstrated skills in MS Word, Excel and PowerPoint and Adobe.
• Excellent, grammar, spelling and composition of correspondence.
• Demonstrated ability to organize, plan and produce.
• Excellent interpersonal skills along with a proven ability to work independently, under pressure and with deadlines.
• Demonstrate practical applications and exercise independent/sound judgment. Must be analytical, detail-oriented, flexible and have outstanding communication (written and verbal) skills with ability to coordinate several activities at once, quickly analyze, resolve specific problems and cope with deadlines.
• Works well independently

Qualifications

• AA degree or equivalent work experience and at least six years of administrative experience supporting senior leadership.  Experience supporting a Board of Directors a plus.

Work environment/Physical requirements

• This position is in typical office environment with heavy computer usage