Executive Assistant​/Board Liaison

Description

JOB DESCRIPTION:

Division/Department: Administration

Reports to: CEO/President

Compensation: $22.50-$27.00/hour

Grade: 6

Educational Requirement: None

Exempt or Nonexempt: Non-Exempt

Hourly or Salaried: Hourly, Part-time

Hours Per Week: 15-20 hours per week

Hybrid or On Site: Onsite (occasional work from home)

Language proficiency: English. Proficiency/familiarity with another language is a plus but not required

Schedule: Varies. Typical daytime hours 9-5 and Board meetings held monthly 4-6 pm.

POSITION SUMMARY:

The Executive Assistant/Board Liaison is responsible for coordinating administrative duties for the executive leadership team and coordinating all Board of Trustees’ activities.

ESSENTIAL DUTIES & RESPONSIBILITIES

EXECUTIVE ASSISTANT

• Provide administrative support to the executive leadership team with calendar management, note taking, expense reports, mail handling, travel arrangements, and invitations.
• Coordinate meetings for the executive leadership team and internal and external attendees, including managing attendees, preparing materials, and setting up meeting spaces.
• Maintain both physical and digital filing systems to ensure documentation is organized and accessible.
• Assist the leadership team in preparing for meetings with key stakeholders.
• Maintain and update detailed CEO/donor meeting notes in Altru CRM system

BOARD LIAISON

• Serve as primary point of contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions.
• Coordinate, schedule, and organize Board of Trustees meetings and Board committees (around 30 meetings annually, with 6-7 full board hybrid meetings and committees that meet virtually) including preparing and distributing agendas, minutes, reports, and meeting materials in a timely manner.
• Support Board and Committee meetings and events logistics, including room preparation, name tents, hospitality, seating arrangements, catering orders, digital technology for hybrid participation.
• Facilitate hybrid meetings and Zoom meetings
• Ensure compliance with organization’s bylaws and governance policies and regulatory requirements.
• Provide recordkeeping, documentation, and web portal management for board activities including drafting correspondence and reports.
• Provide training and support for new board members and committee members on ASI Board Share Point.
• Handle confidential information with discretion and professionalism
• Perform other duties as needed or required which are within the position's scope.

Diversity, equity, accessibility, and inclusion (DEAI) are core functions of all positions at the American Swedish Institute. While some roles may have more specific responsibilities, the items below are a part of everyone's responsibilities:

• Demonstrate a commitment to DEAI through continuous personal development, modeling inclusive behaviors, and proactively managing personal bias to help cultivate and promote a culture of inclusivity and belonging for all staff.
• Proactively work on your own and collaboratively with other staff to ensure equitable and representative experiences for all visitors and program participants.

Requirements

POSITION REQUIREMENTS:

• At least 1-2 years of experience in a similar role, ideally within a non-profit or museum setting
• Strong communication skills - both written and oral
• Collegial and collaborative workstyle and thriving in team environments
• Experience managing multiple projects at once
• Strong experience with office, project management, and communication platforms, including Zoom, Microsoft Outlook, Teams, SharePoint, with the digital savvy and interest to pick up new tools
• A self-starter attitude that helps you excel in fast-paced situations.
• High standards of professionalism,…