Executive Assistant, Board Relations Liaison - AZ - University Administration

Executive Assistant, Board Relations Liaison - AZ - University Administration

Job Category: Staff

Requisition Number: EXECU
004508

• Posted :
  August 24, 2026
• Full-Time

Showing 1 location

Arizona Campus
Glendale, AZ 85308, USA

Position Summary

The Executive Assistant, Board Relations Liaison provides high-level administrative, operational, and strategic support to the President, and Vice Presidents within the Executive Office while serving as the primary liaison between the University’s Board of Trustees and institutional leadership. The position manages sensitive and confidential institutional information, academic governance documents, Board operations, trustee communications and engagement, executive events, and cross-campus administrative workflows.

This role supports effective institutional governance by ensuring timely coordination, adherence to bylaws, policies, and regulatory requirements, and seamless communication among executive leadership, trustees, and key University stakeholders. The position requires exceptional organizational acumen, independent judgment, discretion, professionalism, and the ability to manage complex and sensitive matters with a high degree of accuracy and collaboration. This position reports to the Chief of Staff and works closely with the Board Chair, Trustees, and President’s Cabinet.

Essential Board Relations Duties and Responsibilities

• Serve as the primary liaison between the Board of Trustees and university leadership.
• Plan and coordinate Board and committee meetings, including agendas, materials, logistics, and minutes.
• Maintain official Board records, bylaws, resolutions, and governance documents.
• Support trustee onboarding, communications, evaluations, and engagement activities.
• Ensure compliance with institutional bylaws, accreditation standards, and applicable regulations.
• Track trustee terms, attendance, committee assignments, and disclosures.
• Advise executive leadership on governance protocols and Board-related processes.
• Collaborate with Legal, Finance, HR, and other offices on Board matters.
• Work with senior leadership and the board of trustees to develop and maintain a new trustee on-boarding and training program and guide new trustees through that on boarding process.
• Manage complex calendars for board leadership and trustee events. Organize board retreats, committee activities and campus visits.
• Book travel and handle expense reports for board members as needed.

Essential Executive Support Duties and Responsibilities

• Provide high-level administrative support, including drafting, editing, and proofreading complex emails, memos, executive summaries, and multi-campus communications on behalf of the Vice Presidents, always operating with confidentiality, independent judgment, and knowledge of office organization, administrative procedures, and general business practices.
• Proactively manage complex executive calendars, strategically prioritizing time-sensitive matters, anticipating schedule conflicts, and keeping Vice Presidents fully briefed on upcoming deadlines, institutional priorities, and urgent action items.
• Serve as a liaison and professional gateway for internal and external stakeholders, reviewing, screening, and routing phone and digital communications, assessing priorities using deep knowledge of university policies, structure, and strategic objectives.
• Coordinate complex, multi-segment travel arrangements for executives and serve as the authorized delegate to process travel and expense reimbursements within corporate travel management systems (e.g., Concur).
• Prepare and maintain comprehensive and accurate electronic and paper records, organizing information effectively, and creating/updating forms and databases as needed.
• Maintain the highest tier of professional decorum and help foster a welcoming environment for all University leadership, Board of Trustees members, elected officials, and all other guests, ensuring the Office of the President and designated executive venues are immaculately prepared to host high-level stakeholders.
• Collaborate in the organization and management of official academic documents, including University Catalogs, Academic Calendars, and core clinical/institutional policies, ensuring version control and alignment across both campuses.
• Attend high-level administrative and committee meetings; accurately capture, synthesize, distribute and safeguard confidential minutes and action items within strict institutional time frames.
• Research, collect, analyze, and synthesize institutional data thoroughly to track programmatic metrics or operational benchmarks.
• Design, compile, and format comprehensive reports, slide decks, proposals, and organizational charts to ensure clarity, high readability, and executive readiness.
• Execute standard business and procurement procedures, including obtaining vendor quotes, preparing purchase requisitions, auditing invoice payments, and monitoring departmental account expenditures against budget caps.
• Maintain…