Programs and Content Team Administrative Associate

The Scope

The Association of Governing Boards of Universities and Colleges (AGB) has a career opportunity for a Programs and Content Team Administrative Associate.

(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).

Manage complex calendaring needs to support the Programs and Content teams. This includes coordinating and scheduling meetings with internal colleagues and external stakeholders, ensuring accuracy, clarity, and timely follow-up.

• Schedule and coordinate meetings with internal teams, board members, and senior leaders from member institutions, systems, and foundations.
• Proactively monitor calendars to identify and resolve scheduling conflicts before they arise.
• Send timely meeting confirmations and reminders to all participants, ensuring clarity on date, time, and location or virtual access details.
• Follow up with attendees as needed in order to adjust meeting logistics in response to last‑minute changes or cancellations.

Oversee key aspects of meeting and conference preparation. This includes managing logistics for virtual and small in‑office meetings to ensure they run smoothly and professionally.

• Coordinate logistics for virtual and in‑person meetings, including room reservations, technology needs, and attendee access.
• Prepare, format, and distribute agendas, background materials, and presentations in advance of meetings.
• Set up meeting spaces for in‑person gatherings, including arranging seating, supplies, name tents, and signage as needed.
• Place and manage food and beverage orders for in‑office meetings, ensuring dietary needs and timing are addressed.
• Serve as a point of contact during meeting setup to ensure all logistical elements are in place and troubleshoot issues as they arise.

Provide important support to the Programs team in the planning and execution of AGB’s virtual and in‑person events. This role involves assisting with a wide range of event logistics and coordination tasks to ensure successful conferences and convenings.

• Assist with communications and scheduling for speakers, panelists, and session facilitators.
• Help manage event media (PPT slide decks, handouts, agendas, session resources).
• Help manage faculty expense reimbursements and invoice coding.
• Coordinate virtual event logistics, such as session links, platform access, and tech checks, as well as onsite logistics for in‑person events, including room setup and material preparation.

• Be a supportive and active member of the Programs team, participating in team meetings, conversations, and discussions related to team projects and deliverables.
• Support Programs team leadership in planning travel and expense reconciliation.
• When directed, coordinate the purchase and reconciliation of team and organization supplies and materials necessary for meetings and events.
• Other duties as assigned.

• Bachelor’s degree. Candidates without a bachelor’s degree but significant years of experience may be considered.
• A minimum of three (3) years experience working in executive administration, program management, or similar roles requiring a high level of organizational skill, attention to detail, and management of complex projects and multiple priorities.
• Strong oral and written communication skills, as well as strong interpersonal skills.
• Excellent organizational and planning skills with high level attention to detail.
• Proficiency with MS Office suite of applications, Smartsheet, and Zoom.
• Ability to work effectively in a team‑oriented environment.
• Ability to manage multiple responsibilities and meet expectations of multiple supervisors and different deadlines concurrently.
• Contribute positively to a working environment marked by collegiality, open and candid discussion, and active collaboration with AGB.
• A demonstrated focus on excellent customer service and volunteer stewardship.
• Availability for limited