Executive Assistant & Board Liaison

The Scope

The Executive Assistant and Board Liaison will support the President/CEO, executive office and AGB Board of Directors. This position is a high-energy, make-it-happen, proactive bridge building role that seamlessly works with all cross-functional team members and empowers the president and CEO to maximize efficiency and effectiveness with all stakeholders. Further, this position is responsible for managing all Board-related activities including but not limited to board meeting logistics and materials management, committee meetings, board communications, board web portal, minutes, as well as administrative support to individual Board members as appropriate and necessary.

(The duties and responsibilities listed are only a summary of the typical functions of the job and not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties. Employees must be able to perform the essential duties of the position with or without reasonable accommodations).

• Serve as a point of contact for the President’s office for both external and internal stakeholders.
• Develop and maintain highly effective and efficient relationships with all relevant stakeholders to support the President’s agenda and priorities.
• Use a high degree of judgment and independent decision-making in responding to requests.
• Make logistical arrangements for meetings when necessary.
• Ensure that the President has required background materials for all scheduled meetings.
• Assist in developing materials for the President’s presentations to internal and external audiences.
• Prepare routine correspondence, including annual appointment and contract letters, on behalf of the President for signature.
• Draft follow up communications after each staff meeting.
• Maintain an efficient document management system.
• Manage travel and accommodation arrangements, event registrations, and prepare a travel itinerary – if needed.
• Provide assistance as needed to reconcile expense reports.

• Provide administrative support to the Board chair and members in preparation for AGB Board meetings.
• Research/provide meeting dates for two-year periods, as needed.
• Work with members of the leadership team and committee chairs to schedule committee meetings.
• Coordinate with appropriate staff members to prepare agendas, materials, program, and logistics for board and committee meetings.
• Secure venue and contracts for meals, meeting rooms, AV, set up and accommodations.
• Upload reference and meeting materials to web portal.
• Prepare minutes for all board meetings and secure board secretary acceptance of the minutes.
• Distribute Conflict of Interest Statement annually and collect required signatures.
• Distribute AGB Statement of Director Commitments annually and collect required signatures.
• Maintain up-to-date profile of board members, including committee composition.
• Maintain AGB Board member policy files.
• Work with the Governance Committee chair to create and maintain tools to assist their work, including an annual committee calendar, a Governance Policy manual, talent and term service matrix of current board members, and roster of suggested new members.
• Coordinate and prepare materials for New Director Orientation.
• Work with AGB Registrar and contracted conference planner to assist with registrations and hotel reservations when attending AGB events such as AGB’s Foundation Leadership Forum, Board Professionals Conference, and National Conference on Trusteeship.
• Ensure board members receive new AGB publications and relevant AGB digital messages.

• Bachelor’s degree in a related discipline.
• A minimum of 7 years’ experience supporting an organizational president, or senior leader, preferably in an association or not-for-profit organization. The ideal candidate will have experience supporting a senior leadership team as directed by the President/CEO.
• Experience MUST include accountability for managing all aspects of board meetings (i.e., collecting and distributing documents, managing catering and logistics, assisting with travel and lodging, etc.).
• Experience must include supporting a Board of…