Board and Council Coordinator

About the role

The Board and Council Coordinator is a key administrative and operational partner supporting the Foundation's Board of Directors, National Advisory Council, President & CEO, and Chief of Staff. This highly organized professional coordinates board and committee meetings, executive schedules, governance records, budgets, events, and communications while ensuring exceptional service, confidentiality, and attention to detail. The ideal candidate has experience providing executive or board-level support, managing multiple priorities, and building strong relationships with volunteers, donors, and organizational leaders.

Responsibilities

• Board and National Advisory Council (NAC) Administration
  • Coordinate and administer all activities of the Board of Directors, National Advisory Council (NAC), and assigned committees.
  • Coordinate with the Chief of Staff to execute Board and NAC meetings, receptions, retreats, breakfasts, luncheons, and other engagement events.
  • Coordinate meeting logistics, including scheduling, agendas, presentations, speakers, travel, parking, registration, hospitality, and meeting materials.
  • Support Board and committee meetings by preparing agendas, recording accurate minutes, distributing materials, coordinating room setup and teardown, and maintaining official governance records.
  • Manage the Foundation's board management platform (BoardEffect), including user access, committee memberships, meeting materials, and governance records.
  • Coordinate communications, meeting schedules, and follow-up with Board officers, committee chairs, and volunteer leadership.
  • Track board and committee action items and assist with annual governance activities, including Board elections, appointments, and annual governance processes. Ensure timely distribution of Board notices, meeting materials, and governance communications.
  • Maintain accurate Board and NAC contact information and distribution lists.
  • Track Board and NAC member engagement, including restricted and unrestricted giving.
  • Coordinate collection of member profiles, surveys, questionnaires, and other governance-related information.
• Executive Support
  • Provide high-level administrative support to the President & CEO and Chief of Staff.
  • Prepare donor meeting materials, gift acknowledgement letters, scholarship correspondence, reports, and other communication as assigned.
  • Provide support to the Chief of Staff when coordinating the President and CEO’s calendar.
  • Partner with the Chief of Staff to coordinate events hosted by the President & CEO, including invitations, logistics, and event execution.
  • Oversee the executive office suite, including conference room scheduling, appearance, and office supplies.
• Budget and Financial Administration
  • Develop, monitor, and reconcile the annual NAC budget.
  • Track revenues and expenditures related to NAC, Board, executive, and governance activities.
  • Prepare requisitions, process invoices, and coordinate payments in accordance with Foundation policies.
  • Monitor event budgets and maintain accurate financial records and supporting documentation.
  • Process mileage reimbursement and other executive-related expenses.
• Data Management and Reporting
  • Maintain accurate Board, NAC, and executive records.
  • Compile reports and supporting documentation related to Foundation initiatives, governance, and strategic priorities.
  • Ensure confidentiality, accuracy, and integrity of governance and executive records.
• Administrative Support
  • Serve as a professional first point of contact by answering phones and welcoming visitors to the executive offices.
  • Maintain confidential files and records in accordance with Foundation policies.
  • Provide backup administrative support for Foundation staff as needed.
  • Run errands and assist with day-to-day operational needs.
  • Assist with special projects and perform other duties as assigned.

Requirements

• High School Diploma or higher
• Three (3) or more years of progressively responsible administrative, executive support, board governance, or nonprofit operations experience
• Experience supporting senior executive, boards of directors, or volunteer leadership, including coordinating meetings, events, and executive schedules
• Experience managing confidential information with discretion and professionalism
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting platforms
• Valid driver's license and ability to travel locally for meetings and events, as needed
• Commitment to the WSUFAE core values of Integrity, Service, Excellence and Collaboration

Preferred Qualifications

• Bachelor's degree in business administration, communications, nonprofit management, public administration, or a related field; or an equivalent combination of education and experience
• Experience in higher education, nonprofit, healthcare, or foundation environments
• Experience supporting fundraising activities, donor relations, or volunteer engagement
• Experience with CRM/database systems such as Blackbaud Raiser's Edge NXT or similar donor management software
• Experience managing budgets, invoices, and financial reconciliations
• Experience working with board management software (such as BoardEffect) or similar governance systems

Required Skills

• Ability to work collaboratively as part of a team while exercising initiative and working independently
• Demonstrated ability to maintain confidentiality and exercise sound judgement when handling sensitive information
• Strong organizational and project management skills with the ability to coordinate multiple priorities simultaneously
• Excellent written and verbal communication skills
• Strong meeting, event, and project coordination skills
• Proficiency in Microsoft Office Suite and other office technologies
• Ability to build effective working relationships with board members, volunteers, donors, university leadership, and Foundation staff
• High attention to detail with strong proofreading, recordkeeping, and follow-up skills

Physical Requirements

• Frequent and sudden movements from sitting, standing, bending, reaching, and walking.
• Frequent standing or sitting for prolonged periods
• Occasional climbing of stairs
• Frequent lifting up to 20 pounds
• Occasional exposure to outdoors and hot and inclement weather
• Frequent interruptions throughout the day

Benefits

• Medical/dental/vision (100% premium paid for employee/50% for dependents)
• Term life insurance
• Tuition reimbursement
• 8.5% company matching on retirement accounts after one year