ICL

Executive Assistant/Board Liaison

Job Locations US-NY-New York
Position Number
EO500201
Department
ICL - Executive Office
Type
Regular Full-Time
FLSA Status
Exempt

Overview

Under the general supervision of the Senior Executive Assistant to the CEO, this individual will work closely with the Board of Directors and will be responsible for the day-to-day administration and logistics of the Board to ensure that all governance matters are handled smoothly and effectively.  The Executive Assistant/Board Liaison serves as the primary point of contact for the Board with internal and external stakeholders on all matters pertaining to Board activities. The position is also the liaison between the Board, CEO and senior management team and organizes and coordinates executive outreach and external relations efforts, and oversees special projects for the Board. Will be responsible for the schedule of all Board and Committee meetings during the year as well as the annual Board Retreat and other events as needed.  Will also assist the CFO with special projects as needed.  Additionally, this position will also support the Sr. Executive Assistant with coordinating meetings, travel and other special projects as assigned and will support the CEO as back-up to the Sr. Executive Assistant. 

Responsibilities

Board Liaison Support

  1. Work collaboratively with the CEO, COO, CFO and Sr. Executive Assistant regarding Board of Directors meetings.
  2. Provide confidential administrative support to the Board Chair, Board Directors, and members of Board Committees.
  3. Manage all Board of Directors logistics and meeting schedules which involves assistance with drafting and overseeing the Board and Board Committees calendars.
  4. In a timely manner, for Board and Committee meetings, draft agendas, transcribe meeting minutes and prepare for review and approval with Officers and Committee Chairs. Keep track of action items and discussions that require follow-up.  This includes close follow-up on time-sensitive issues.
  5. Plan and manage events and logistics for Board-related events, including the annual Board retreat, venue, meals, and travel, etc.
  6. Under the direction of the Board Chair, schedule Board Orientation session and prepare orientation materials for new Directors; also being the liaison with new members before their first Board meeting.
  7. In paper and electronic format, maintain the Board’s governing documents including: Strategic Policies, Board Charter, Governance Handbook, Board packs, approved Board and Committee minutes, Board resolutions, new Board and Committee Member documents, and annual Board of Directors changes.
  8. Maintain and manage the Board Platform “Boardeffect”.

 

Executive Administration Support

  1. Coordinate with the Executive Assistant to the CEO, building a strong team in the Executive Office.
  2. Maintains a cooperative working relationship with the Board, President/CEO, Executive Team, staff and members of the public.
  3. Assist the CFO with calendar management, screening calls, opening and sorting mail and other special projects including but not limited to project managing business meetings to ensure proper follow up and follow through as assigned.
  4. Assist the Sr. Executive Assistant with scheduling meetings, travel arrangements (accommodations, airline, etc.) and other special projects and duties as assigned.
  5. Act as back up to the Sr. Executive Assistant when not available.
  6. As assigned, prepares and formats information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.
  7. Provides a bridge for smooth communication between the CEO, Board and internal departments.
  8. Works closely and effectively with the Sr. Executive Assistant to keep her well informed of upcoming commitments and responsibilities and following up as appropriate. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping her updated.
  9. As assigned, manages a variety of special projects for the Executive Office.
  10. Prioritizes conflicting needs: handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
  11. Provides staff supervision to junior-level staff, including receptionists, temporary clerical staff, etc., coordinating the efforts of these parties in effectively running the executive office, training staffers on internal processes and systems and ensuring that all necessary functions are appropriately covered at all times.
  12. Maintains company records, setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
  13. Performs other general office duties, including ordering supplies, preparing check requests, etc.
  14. Other duties as assigned  

Qualifications

Bachelor's degree plus a minimum of 2 years’   experience providing administrative support to C-Level Executives, and/or Board of Directors, preferably in a non-profit organization.  Additional relevant experience beyond the minimum may be substituted for the degree on a year-for-year basis (e.g. one-year experience equals one year of college).

Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Knowledge of the Board Platform Boardeffect, Adobe Acrobat, and Social Media

Ability to transcribe meeting minutes in an accurate and timely manner

Excellent written and oral communication skills

 

  • Ability to maintain confidentiality and exercise discretion
  • Excellent organizational skills (e.g. planning, scheduling, prioritizing tasks) with excellent attention to detail
  • Excellent interpersonal skills and the ability to build positive relationships with diverse stakeholders, including staff, board members, external partners and donors.
  • Expert level written and oral communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
  • Proactive thinker, who actively seeks opportunities and proposes solutions.
  • Ability to anticipate or recognize problems and refer them immediately to the right person for resolution.
  • Ability to work in teams and manage timelines and projects.  
  • Good problem-solving and research skills.
  • Ability to take and transcribe minutes correctly and timely.
  • Knowledge of basic supervisory principles and practices.

 

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