Board Liaison and Donor Relations Officer

Provides administrative and operational support for the coordination of Board of Directors and committee activities. Reporting directly to the Vice President, External Relations, this role assists in carrying out board governance processes under the direction of the Vice President and Board Chair.

This position supports the timely preparation of board materials, minutes, and governance documentation, including bylaws and committee charters. Serving as the administrative point of contact for the Board Chair and members, this individual helps ensure compliance with governance requirements and supports the smooth day-to-day operation of board administration. In addition, this role provides operational support for donor engagement and stewardship activities, assisting with coordination, documentation, and continuity across key relationships.

In this capacity, the position reports to the Senior Manager, Constituent Engagement & Experience.

• Develop and manage detailed timelines for all Board and committee meetings.
• Coordinate internal deadlines and send structured reminders to presenters and contributors.
• Oversee compilation, review coordination, and timely dissemination of Board and committee materials.
• Maintain distribution lists and secure access through the Board management platform (Diligent).
• Verify quorum in accordance with By-laws prior to meetings.
• Draft and refine Board and committee minutes.
• Ensure minutes are reviewed by the Board Chair and formally circulated within established timelines.
• In coordination with the Events staff, prepare materials and logistics for the Annual Meeting and Dinner, as well as quarterly board dinners, including travel arrangements.

• Maintain working knowledge of the Institute’s By-laws, committee charters, and governance documents.
• Ensure governance processes are executed in accordance with governing documents.
• Maintain version control of By-laws, charters, resolutions, and related governance records.
• Execute governance processes in alignment with direction from the Vice President, President and Board Chair via check-ins as needed.
• Escalate governance interpretation questions, sensitive board matters, and procedural exceptions to the Vice President as appropriate.
• Coordinate with legal counsel when directed by the Vice President on matters requiring formal interpretation or revision.
• Maintain custody of official corporate records through Diligent, ensuring archival accuracy and secure document retention.
• Maintain custody of the corporate seal and review requests for authorized use.

• Maintain and manage an annual governance calendar, including:
  • Board and committee meeting schedules
  • Director term tracking and rotation schedules
  • Committee assignments
  • Required governance documentation cycles
• Manage and track the annual Board budget and expenses
• Track and coordinate all Board member onboarding and off-boarding processes, ensuring timely preparation and distribution of orientation materials, coordination of orientation meetings, completion of required disclosures, and accurate documentation of term transitions.
• Track and coordinate annual Conflict of Interest disclosure forms.
• In coordination with the Controller, disseminate the Institute’s Form 990 on an annual basis.
• Prepare formal resolutions for departing Board members.
• Maintain and update Board-related website content as part of onboarding/off-boarding processes.

• Serve as administrative liaison to the Board and Committee Chairs and members regarding meeting logistics, documentation, governance procedures, action items and reporting and measures as it relates…