Executive Assistant/Board Liaison
4 weeks ago
Position Title : Executive Assistant and Board Liaison
Supports: COO and CEO
Working Model : Hybrid
Position Summary:
As the Executive Assistant & Board Liaison (EA), you will represent the President & CEO and the Chief Operating Officer (COO), providing essential support to their office. Your responsibilities will include confidential executive assistance, board administration support, and front-line customer service. You will engage with a diverse range of stakeholders, including staff, volunteers, donors, government representatives, and community members. Additionally, you'll handle day-to-day tasks, support Senior Leadership Team (SLT) members, manage general office operations, and provide backup assistance for confidential human resources tasks.
Responsibilities:
- Confidential Executive Assistance: Manage calendars, emails, scheduling calls/meetings, expenses, budgets, and travel bookings for the CEO & COO.
- Document Preparation: Prepare correspondence, reports, presentations, and other documents as requested by the CEO or COO.
- Meeting Coordination: Coordinate meetings for Senior Leadership and Executive Teams, ensuring minutes are taken and follow-up actions are supported.
- Data Research and Presentation: Gather data to prepare documents and presentations for donor meetings, board meetings, committees, and executives.
- Front-Line Customer Service: Provide external and internal stakeholders with front-line customer service, responding to inquiries and escalating issues as necessary.
- Board Liaison: Support the work of the Board of Directors under the direction of the CEO & COO, organizing meetings, drafting agendas, and preparing documents.
- Document Management: Maintain up-to-date governance materials and files in the Board folder and portal.
- Meeting Documentation: Record, transcribe, distribute, and file minutes, agendas, reports, etc., required for the Board of Directors.
- Office Management: Contribute to overall office management, including liaising with office-related vendors and providing coverage for other administrative positions.
- HR Backup: Act as backup support for confidential tasks in the HR department.
Qualifications:
- Minimum of 7-8 years of related administrative support experience at a senior or executive level.
- Experience supporting a Board of Directors and familiarity with governance best practices.
- GPC.D designation or Chartered Governance Professional certification preferred.
- Highly proficient in Microsoft Office.
- Excellent organization, planning, and time-management skills.
- Strong communication and interpersonal skills.
- Ability to anticipate needs, make decisions, and manage competing priorities.
- Attention to detail, adaptability, and ability to maintain composure under stress.
- Sensitivity, maturity, and confidentiality.
- Willingness to work occasional evenings and weekends.
Please note : Only those candidates who meet the requirements and are being selected for next steps will be contacted.
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