Senior Executive & Board Relations Assistant

Classification:
Administrative Professional

Exemption Status/Test:
Exempt

Job Grade: 1

Division:
Administration

Reports To:

Executive Director/CEO

Job Goal:

The Senior Executive & Board Relations Assistant provides high-level administrative, governance, and operational support to the CEO to ensure efficient day-to-day functioning of the Executive Office. The position manages executive communications, scheduling, documentation, and Board coordination while supporting leadership meetings, governance processes, and stakeholder engagement.

This role requires exceptional organization, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced executive environment. The position supports the execution of established priorities and ensures the CEO is prepared, informed, and supported in all professional responsibilities.

Qualifications:

Education

* Bachelor's degree in Business Administration or related field, or four (4) years in lieu of a degree

Experience

* Minimum 5 years of progressively responsible administrative support experience

* Minimum 2 years supporting campus/senior leadership or executive-level staff

Special Knowledge and Skills

Administrative & Organizational

* Strong calendar, meeting, and logistics management skills

* Ability to effectively prioritize competing tasks and consistently meet deadlines in a fast-paced environment

* Excellent attention to detail and accuracy

Communication

* Professional written and verbal communication skills

* Ability to compose correspondence independently

* Strong interpersonal and customer service skills

Technology

* Advanced proficiency with office productivity platforms and document systems

* Ability to compile data and prepare reports

* Familiarity with virtual meeting platforms and digital workflow systems

Professional Judgment

* Ability to handle confidential information with discretion

* Strong problem-solving skills

* Ability to remain calm and effective under pressure

Major Responsibilities

Executive Office Support

* Manage the CEO's calendar, scheduling, and daily logistics

* Coordinate travel, meetings, and executive appointments

* Prepare agendas, documents, and materials for meetings

* Screen calls, correspondence, and visitors

* Draft routine correspondence and communications

* Maintain organized executive files and records electronically and physically

Board Governance & Compliance Support

* Serve as primary coordinator for all Region 4 Board of Directors meeting logistics and documentation

* Develop and assemble Board meeting agendas, scripts, briefing materials, and supporting documents in collaboration with executive leadership

* Prepare, review, and post official meeting notices in compliance with applicable laws, policies, and timelines

* Serve as Recording Secretary for Board of Directors meetings

* Record, prepare, and maintain official Board minutes and governance records

* Coordinate the routing and tracking of Board documents requiring signatures and approvals

* Maintain official governance files, archives, and documentation systems in accordance with records retention requirements

* Ensure accuracy, completeness, and timely distribution of Board materials

* Track Board action items and follow-up requests as directed

* Serve as the primary point of contact for Board-related administrative coordination

* Support Board election processes and official notices

Meeting & Event Coordination

* Coordinate executive meetings, councils, and leadership sessions

* Confirm attendance and logistics for participants

* Track follow-up items and deadlines as directed

* Assist with the preparation of presentations and reports

Information & Reporting Support

* Compile data and information for executive review

* Maintain executive contact databases and distribution lists

* Organize information into clear formats for use

* Assist with the preparation of routine and periodic reports

External Relations Support

* Serve as a professional point of contact for internal and external stakeholders

* Assist with communications to districts, agencies, partners, and community leaders

* Coordinate logistics for executive meetings and engagements

Operational Responsibilities

* Maintain office systems and administrative processes

* Order and maintain office supplies

* Provide support for projects and initiatives as assigned

* Perform additional duties as assigned to support Executive Office operations

Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of technology and office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.