Position Summary:

The Executive Assistant / Board Administrator plays a key strategic and operational role by providing high-level support to the CEO, CFO and Board of Directors. This position is responsible for managing the CEO and CFO’s schedule and correspondence, supporting board governance functions, preparing critical materials for meetings, and ensuring compliance with board policies and legal obligations. The ideal candidate is highly organized, proactive, and capable of handling sensitive information with professionalism and discretion.

Key Responsibilities:

Executive Support:

• Proactively manage the CEO/CFO’s complex and dynamic calendar, including prioritizing and scheduling internal and external meetings,  board interactions, and travel.
• Anticipate scheduling conflicts and resolve them quickly, often balancing multiple high-level priorities.
• Serve as a first point of contact and gatekeeper for internal and external stakeholders
• Monitor incoming communications and flag time-sensitive items for executive attention
• Prepare and distribute agendas, background materials, presentations, and briefing documents as needed by the executive
• Arrange complex domestic and international travel, including flights, hotels, ground transportation
• Support the Executive with the execution of strategic initiatives, leadership priorities, and special projects.
• Conduct background research, compile data, and draft briefing notes to aid executive decision-making
• Help manage sensitive personnel or organizational initiatives requiring discretion and confidentiality.
• Oversee systems, files, and digital records for the executive office
• Support cross-functional coordination between the executive office and other departments.
• Serve as Co-Chair of the Social Committee, planning and executing internal events and activities that support employee engagement, morale, and a positive organizational culture.
• Coordinate with team members across departments to organize celebrations, wellness initiatives, and team-building activities.
• Manage event logistics, communications, and budgets to ensure inclusive and well-executed event

Board Administration:

• Work closely with the Board Chair, CEO/CFO, and senior leadership to gather relevant reports, presentations, and documents for board and committee meetings.
• Draft agendas in collaboration with board leadership, ensuring alignment with organizational priorities, legal requirements, and governance best practices.
• Compile and format board packets, ensuring all materials are professionally presented, and accurate
• Review all documents for clarity, consistency, and completeness
• Maintain a checklist or calendar to track recurring agenda items, key deadlines, and required documentation throughout the fiscal year
• Ensure materials are securely distributed via email or file-sharing platform
• Print and bind physical copies of materials when needed, ensuring security and confidentiality protocols are followed.
• Monitor deadlines and ensure timely filings for regulatory or compliance requirements
• Maintain accurate records of director compensation, including fees, retainers, and reimbursements.
• Coordinate with finance and payroll teams to ensure timely and accurate payment to board members in accordance with approved compensation policies.
• Prepare and execute the payment of the quarterly dividends in coordination with the finance teams

Qualifications

• Bachelor’s degree in Business Administration, Communications, Public Administration, or related field (or equivalent experience).
• 5+ years of experience as an Executive Assistant, Board Liaison, or Governance Administrator, preferably in a corporate or nonprofit environment.
• Proven ability to manage complex calendars, coordinate travel, and support C-level executives.
• Strong writing, proofreading, and document formatting skills, including experience preparing high-quality board materials and executive reports.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and document collaboration tools such as Google Workspace, Adobe Acrobat, or SharePoint.
• Familiarity with board governance practices, board meeting procedures, and legal record-keeping.
• Experience preparing and distributing board agendas, minutes, and materials.
• Ability to maintain strict confidentiality and manage sensitive board and executive information
• Highly organized with excellent time management, follow-through, and attention to detail.
• Strong interpersonal and relationship-building skills with the ability to engage confidently with board members, senior leadership, and external stakeholders.
• Demonstrated ability to work independently, anticipate needs, and adapt in a fast-paced, high-pressure environment.