What are the responsibilities and job description for the Board Relations Coordinator and Executive Assistant position at Cleveland Sight Center?
Position Overview
Under the supervision of the President and Chief Executive Officer (CEO), the Board Relations Coordinator and Executive Assistant serves as the primary liaison to the Board of Directors and works closely with the Board Chair, executive leadership, Development staff, and employees across the organization. The position supports and coordinates effective governance, board engagement, leadership continuity, communications, and fundraising goals. The role also provides highly responsible and confidential executive support to the President and Chief Executive Officer.
Essential Functions
- Serve as the primary liaison to the Board of Directors and works closely with the Board Chair, executive leadership, Development staff, and employees across the organization.
- Collaborate with the CEO, executive leadership, and the Development team to strengthen board participation and support board involvement in fundraising initiatives that advance CSC's mission.
- Help identify the skills and experience needed on the Board of Directors and coordinate board nomination, orientation, succession, off-boarding, and ongoing engagement activities.
- Develop, schedule, and facilitate orientation and onboarding sessions for new board members; prepare and update orientation materials.
- Ensure board-directed committees are appropriately populated and meet at suitable intervals; provide administrative support to assigned board committees and subcommittees.
- Prepare preliminary notices, agendas, and discussion materials for meetings of the Board of Directors, Executive Committee, Finance Committee, Board Development and Governance Committee, and other assigned board-related committees or subcommittees; prepare and distribute meeting minutes.
- Coordinate regular communications with the Board, including leadership messages, event invitations, media clips, and other appropriate materials developed by CSC leadership.
- In collaboration with the CEO and Board Chair, develop succession, off-boarding, and engagement plans for Board of Directors whose terms are expiring or have expired.
- Monitor board member activity and work with the Board Chair to recognize members’ contributions through appropriate events or activities.
- Work closely with the Development team to support Board of Directors engagement, donor cultivation efforts, and events attended by board members, including special events, board and committee meetings, and donor cultivation events.
- Maintain official corporate records, Board of Directors directories, Governance and Administrative Policies, and records related to annual meetings and board elections; provide board and staff with information concerning corporate regulations and procedures.
- Serve as liaison to the Leadership Society.
- Provide executive administrative support to the President and Chief Executive Officer, including confidential correspondence and reports, incoming and outgoing mail, Executive Office files, and day-to-day office coordination.
- Plan and prioritize work to meet scheduled deadlines according the President and Chief Executive Officer’s schedule.
- Other duties as assigned.
Knowledge, Skills and Abilities
- Advanced knowledge of Board administration, governance support, relationship cultivation, and executive communications.
- Proficiency with Microsoft applications, board management software, and Raiser’s Edge or a similar donor database.
- Excellent verbal and written communication, active listening, organizational, project management, and problem-solving skills.
- Ability to work effectively and collaboratively with individuals at all levels of the organization and with board members, volunteers, donors, and community stakeholders.
- Ability to manage multiple priorities and complete projects accurately in a fast-paced environment with minimal supervision.
- Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
- Self-motivated, proactive, flexible, focused, and able to identify practical solutions that consider time, budget, and quality.
- Ability to work evenings and weekends and travel to other sites as required.
Supervision Functions
N/A
Qualifications
- Five (5) years of progressively responsible experience with nonprofit Board administration, or equivalent.
- Board relationship development or cultivation or related experience.
Education
- Bachelor’s degree in business administration or a related field is preferred.