Executive Assistant, Board Specialist

Job Title:

Executive Assistant, Board Specialist

Full-Time

Provide high quality, accurate administrative management and support to the Milwaukee Continuum of Care (CoC) Board, United Way Board Committees, and the Community Impact Division (CID). Specific CoC Board and United Way Board Committee responsibilities include volunteer management, governance of policy documents, bylaws, meeting notices, agendas, meeting schedule, minutes, community rosters, and member terms. Support for United Way Board Committees includes Finance, Audit, Investment, Community Impact, Policy, and Marketing & Communications.

Community Impact Division support includes supporting staff meetings, managing a shared calendar, developing documents and external communications, volunteer management, and assisting the Vice President, Community Impact. This position reports to the Vice President, Community Impact.

Other duties may be assigned.

• Provide administrative support for the Milwaukee Continuum of Care (CoC).
• Coordinate meeting set up and materials for the CoC including scheduling, sending meeting notices, handling meeting set-up, meeting space reservations, preparation of meeting materials/supplies, contacting Board members, and preparing agendas.
• Prepare minutes and take meeting notes for all CoC Board meetings and distribute minutes once approved by CoC Director.
• Manage sharing and access of Board agendas, minutes, and any additional materials needed for meetings.
• Support, coordinate, and maintain CoC Board of Directors by‑laws, governance charter, and other policy documents.
• Coordinate all administrative aspects for the nominating process for recruitment of new board members including preparing correspondence, maintaining records, board term records, and requesting/receiving candidate information.
• Coordinate onboarding activities for new Board members and ensure they have all background material needed to properly fulfill their role on the Board.

• Coordinate Provider Advisory planning meetings ensuring that Agency Directors are scheduled to appropriately attend meetings.
• Track progress on CoC strategic goals as designed by CoC Leadership Group.
• Share accurate and timely information to ensure that Board Members can be an active member of CoC Leadership Group.
• Lead coordination of individuals with lived experience (LEI) within the CoC and ensure they can attend all meetings as needed, all materials are accessible, participation is accurately recorded and maintained, and coordinate with finance to ensure that LEI receive participation incentives at agreed upon terms.
• Distribute information on CoC strategic goals to the wider CoC Leadership Group and within United Way.
• Maintain and update HUD Code of Conduct and HUD Written Standards with HUD as required by grant.
• Learn and maintain a working knowledge of Continuum of Care systems, including Coordinated Entry, Shelter and Transitional Housing Task Force, and Homeless Management Information Systems.
• Maintain confidentiality of sensitive information and data.

• Lead coordinator for Board Committee meeting activities as requested, including scheduling, meeting notices, set‑up, preparation of materials/supplies, produce and update name tents, member contact, basic memo writing, writing meeting minutes, developing agendas, and follow‑up.
• Coordinate the production of Board Committee documents and materials including the agenda and handouts.
• Maintain confidentiality of sensitive information and data related to all Board Committees, with particular attention to Finance, Audit, and Investment Committees.
• Proofread and format documents to ensure accuracy.
• Maintain updated and accurate Board Committee rosters, including current contact information, throughout the year.
• Lead Board Committee data entry into CRM system, including Board Committee roster development & maintenance, volunteer hours tracking, and Board Engagement Report tracking.

• Schedule all Community Impact staff meetings and…