Coordinator of Administrative & Board Operations

Title: Coordinator, Administrative & Board Operations

Department: Administration

Reports To: Sr. Executive Assistant, Office of the President & CEO

Status: Full-time, Exempt

Pay Rate: $50,000 - $60,000

Location: Chicago, IL, Hybrid

Schedule: This is a full-time position, which will require schedule flexibility, with the ability to work evenings and weekends and more time onsite as needed.

Position Overview: The Coordinator, Administration Department & Board Operations plays a critical role in enabling the effective functioning of the Administration Department and Board of Trustees through operational excellence. Reporting to the Senior Executive Assistant, this role partners closely with the VP, Office of the President & CEO and serves as a key operational liaison to the Board of Trustees. It is an essential behind-the-scenes role that provides back-office support and leadership for board operations, communications, and governance processes, while ensuring excellence in event planning, data management, and administrative execution for the Administration Department.

Essential Duties and Responsibilities include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, attributes and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Event Planning & Execution:

• Upon understanding the meeting and/or event vision from the VP, Office of the President & CEO, plans and manages the logistics for all Board meetings, events, and retreats to ensure smooth execution, including event logistics and budget development and management.
• Supports the Senior Executive Assistant on planning and executing non-Board events organized by the department.
• Represents the department on the cross-organizational Event Planners working group to ensure best practices are shared and that the department applies and remains aligned with changing policies, procedures, and organizational practices.
• Maintains board meeting and event calendar and related Outlook invitations.

Data Management and Hygiene:

• Optimizes the department’s use of Tessitura, ensuring effective Board and CEO stakeholder tracking and partnering with cross-departmental Tessitura experts—especially Development as well as External Affairs and Marketing—to align data, reporting, and best practices.
• Serves as departmental lead for Board-related data governance.
• Maintains accurate and up-to-date Board contact information across all internal platforms (including Tessitura, Board Effect, board directory, website, and email groups).
• Tracks and maintains record of Trustee participation in board engagement activities, such as board meetings, committee meetings, special input sessions, trustee social events, retreats, etc. in Tessitura.
• Coordinates with the Senior Executive Assistant, Office of the President & CEO to ensure Board-related contact information in the President & CEO’s Outlook address book is up to date.

Trustee & CEO Stakeholder Stewardship:

• Manages and maintains records of non-development related stewardship of Trustees with discretion and sound judgment. This includes organizing annual and special service recognition gifts, coordinating and mailing birthday cards, and managing the end-of-year Must See Tours, while ensuring responsiveness to Trustee requests such as VIP tickets, complimentary parking, and other special accommodations. Works closely with the Development team to coordinate efforts and avoid role overlap.
• Orders and maintains Trustee name tags and badges.
• Updates Trustee recognition signage as needed.
• Supports…