Executive Assistant and Board Liaison

By September 6, 2019 Careers

Supervisor:  President/CEO
FSLA Status:  Exempt

Responsibilities

The Executive Assistant and Board Liaison supports the President/CEO and AGB Board of Directors. This position is a high-energy, make-it-happen, proactive bridge builder that seamlessly works with all cross-functional team members and empowers the president and CEO to maximize efficiency and effectiveness with all stakeholders. Further, this position is responsible for coordinating all Board activities spanning board meetings, committee meetings, board communications, electronic board book preparation, drafting board minutes, as well as administrative support to Board members as warranted.

Duties

  • Serve as point of contact for the President’s office among external and internal stakeholders.
  • Develops and maintains highly effective and efficient relationships with all internal and external stakeholders to support the President’s agenda and priorities.
  • Manage the President’s calendar and address book.
  • Make logistical arrangements for meetings when necessary.
  • Manage travel and accommodation arrangements, event registrations, and prepare a travel itinerary – if needed.
  • Ensure that the President has required background materials for all scheduled meetings
  • Review the President’s incoming mail, and distribute as appropriate.
  • Prepare routine correspondence on behalf of the President for signature, and edit and proofread all materials.
  • Draft follow up communications after each meeting.
  • Develop composition matrix for AGBs’ various councils and boards.
  • Maintain an efficient filing system.
  • Reconcile business travel expenses.
  • Use a high degree of judgment and independent decision-making in responding to external stakeholder requests.
  • Assist in developing materials for the President’s presentations to internal and external audiences.

Board Support

  • Provide administrative support to the Board chair and board members that includes scheduling and travel arrangements.
  • Work with and coordinate with appropriate staff members (event planner, IT and leadership team) to prepare agendas, materials, program, and logistics for board and committee meetings. Note, AGB’s event planner secures venue and contracts for meals, meeting rooms, AV, set up and accommodations.
  • Coordinate and prepare materials for New Director Orientation.
  • Work with members of the leadership team to schedule calls with committee chairs to prepare for committee meetings.
  • Upload meeting materials into electronic board book.
  • Prepare minutes for all board and executive committee meetings and secure board secretary acceptance of the minutes.
  • Maintain up-to-date profile of board members, including committee composition
  • Maintain AGB Board member policy files.
  • Ensure board members receive new publications.
  • Research/provide meeting dates for two-year periods, as needed.
  • Distribute Conflict of Interest Statement annually and collect required signatures.
  • Distribute AGB Statement of Director Responsibilities annually and collect required signatures.
  • Assist board members with all aspects of attendance at AGB’s National Conference on Trusteeship, including registration, hotel reservations, and creation of individual itineraries.
  • Work with chair of Compensation Committee regarding president’s assessment to
    • Ensure all assessment forms are current for the fiscal year
    • Distribute necessary material to committee members for scheduled meetings
    • Ensure all conference call meetings are scheduled in a timely manner

Governance Committee

  • Work with chair of the Governance Committee to review agenda and meeting materials for committee meetings.
  • Prepare minutes for Governance Committee meetings and secure committee chair acceptance of the minutes.
  • Admin support for chair’s presentation/speech at board meeting.
  • Work with president on recruitment of new directors, including scheduling calls with the president of the affiliated institution of the prospective director, followed by a call and/or meeting with the prospective director.
  • Schedule calls between the board chair and Governance Committee chair with prospective directors.
  • Coordinate the presidential assessment process.

Required Skills and Competencies:

Professional, flexible attitude, good listener, collaborative, and approachable.

Qualifications

  • 7-10 years’ experience working with senior leadership and Board members.
  • Knowledge of the higher education sector and issues.
  • Highly organized, detail oriented, and highly professional.
  • Strong communication skills, both written and verbal.
  • Exemplary time management skills.
  • Proficient with Microsoft Office suite of applications.
  • Ability to remain calm and flexible in a fast paced environment.
  • Must be able to meet deadlines with competing priorities.
  • Availability for limited travel.

To applyemail resume AND cover letter describing relevant experience to employment@agb.org