This position is a trusted and critical support role to the CEO, responsible for providing executive level assistance to the CEO and to the Board of Directors. The Manager will assist in the planning and execution of all CEO only events/meetings/commitments, will serve as a liaison and provide support to the Board, and is responsible for assisting the CEO with Governance specific and other Board matters. In addition, this role will respond to information requests and perform administrative functions with a sense of urgency and with the highest level of sensitivity and confidentiality, including preparation of correspondence and meeting materials, managing the calendar/schedule of the CEO. This position is the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and the Board of Directors. This critical position works across functions and teams to ensure the CEO’s point of view and needs are represented and met.
Represent and support the CEO in a professional manner that demonstrates leadership, builds and maintains credibility, and instills trust and support of the CEO at all levels of the organization.
Serve as a “gatekeeper”, creating win-win situations for direct access to the CEO’s time and office.
Provide a bridge for smooth communication between the CEO’s office and departments/program areas.
Coordinate and request materials from department directors that will provide the CEO status updates on projects and major initiatives; and direct department directors in the appropriate content requirements.
Plan, coordinate and ensure the CEO’s schedule is followed and respected.
Assist in the scheduling and logistical arrangements of meetings, events and activities initiated by CEO.
Arrange travel plans, itineraries, and compile documents for travel related meetings upon request.
Board and Board Committee Liaison
Serve as the administrative liaison between the CEO and Board of Directors.
Manages arrangement of meeting logistics in conjunction with the meeting planner.
Maintains schedule for board meetings. Coordinates internally with staff to ensure the success of the meeting both strategically and logistically.
Assists CEO with agenda setting and material preparation for Board and related meetings. Researches background material and prepare board books, agendas, and presentation material for meetings. Create supplemental materials (PowerPoint presentations, financial charts, special reports, executive summaries, etc.) independently and in collaboration with other staff members.
Maintain discretion and confidentiality in relationships with all Board members and the CEO.
In collaboration with the CEO and Governance Chair manages the board election process.
Oversees key processes related to Board member service, including evaluations. Facilitates orientation process for new board members, committee chairmen, and staff liaisons.
Works with the CEO and consultants to identify for continuous improvement of the governance structure and processes.
Updates and maintain governing records including Board and committee minutes, policy manuals, bylaws, and other key information.
Strategic Partnership Support
Provides a bridge for smooth communication between the CEO’s office and all strategic partners and contractors.
Provide support the partners in the interactions with the Board, members, and staff.
Engage in project management support for all projects/collaborative initiatives between CEO and these partners.
Assist in the planning, coordination and delivery of all events pertaining to CEO office.
Associates or Bachelors degree in Business Administration or equivalent.
5+ years’ association or non-profit experience preferred.
Advanced project management skills. Advanced written and verbal communication skills.
Ability to assimilate information, for example strategic planning, and convey needs and assignments to department directors and other relevant staff
Proficient with MS Office Tools (Word, Excel, PowerPoint).
Ability to effectively manage time, prioritize work, multi-task across many assignments.