Executive & Board Relations Assistant

Description

Clovernook Center for the Blind & Visually Impaired is seeking a highly organized, discreet, and service-minded Executive & Board Relations Assistant to serve as the primary administrative partner to the President/CEO and the Board of Trustees. This role is ideal for an experienced executive administrative professional who thrives on keeping leadership, governance, and office operations running smoothly while advancing Clovernook’s mission.

The Executive & Board Relations Assistant acts as the primary administrative point of contact between executive leadership, the Board of Trustees, staff, and external stakeholders. This position ensures smooth governance operations, confidential communication, and efficient calendar and meeting management. Reporting to the President/CEO, the Assistant supports board and committee activities, tracks institutional priorities and action items, leads special projects on behalf of the CEO, and supervises the front desk and switchboard team.

• Provide comprehensive administrative support to executive leadership, including managing calendars, coordinating meetings, preparing correspondence, and facilitating communication with staff and external stakeholders.
• Serve as the main administrative liaison for the Board of Trustees and its committees.
• Schedule, coordinate, and prepare logistics for regular board meetings, retreats, the annual meeting, and committee sessions.
• Compile, format, and distribute board packets, agendas, reports, and presentation decks in advance of meetings.
• Attend board and committee meetings to capture accurate minutes, track action items, and record key decisions.
• Maintain official board records, bylaws, rosters, and compliance and governance documentation.
• Meet regularly with the President/CEO to review priorities, provide updates, and track urgent priorities and projects.
• Track institutional action items from leadership meetings and follow up with senior staff to ensure deliverables are met.
• Lead special projects and cross-departmental initiatives on behalf of the CEO, ensuring milestones are achieved according to plan.
• Create and refine internal office workflows, communication and documentation systems, and digital filing structures to keep the office running efficiently.
• Assist the Development team with tracking donor communications, grant deadlines, and special event logistics.
• Liaise with donors, community partners, funders, and volunteers with a professional, mission-aligned demeanor.
• Supervise receptionists and relief telephone operators, ensuring coverage and overseeing front desk and switchboard activities.
• Maintain strict confidentiality when handling sensitive information.
• Order and maintain inventory of office supplies throughout the organization.
• Perform other duties as assigned.

• High school diploma required;
  Bachelor’s degree or relevant certificate preferred.
• Minimum of five years of progressive experience in executive administration, office management, or board operations, preferably in a nonprofit setting.
• Proficiency in Microsoft 365, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Professional demeanor with the ability to represent the organization effectively with board members, donors, community partners, and staff.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Ability to occasionally work outside of normal business hours.
• Successful completion of a post-offer, pre-employment drug screen and criminal background check required.

The ideal candidate is a polished, proactive, and mission-focused administrative…