Executive Administrator/Board Liaison

Reports to President/CEO • Exempt • Full-time, 40 hours per week • Department: Administration

About the Role

The Executive Administrator and Board Liaison performs a wide variety of administrative tasks to support the work of the President/CEO and coordinates all organizational activities related to the Bosma Enterprises’ Board of Directors. This position coordinates Board meetings, events, and special projects at the direction of the President/CEO, writes event scripts, outreach speeches, and other communications, and assists the VP of External Affairs with external communications. Some travel is required.

Responsibilities

• Handle administrative tasks for the President/CEO, including maintaining a weekly schedule, preparing agendas and meeting summaries, managing itineraries, booking travel arrangements, researching and tracking information, and handling important communications.
• Serve as liaison for all Board and committee meetings.
• Coordinate Board engagement and development, including tracking individualized participation and records for each board member through the Board portal.
• Coordinate new Board orientation process and packets.
• Prepare communications to the Board as directed by the President/CEO.
• Maintain official minutes of the full Board of Directors (BoD) meetings and records of committee proceedings.
• Send out all packets (agenda and minutes) before each Committee meeting.
• Prepare for BoD meetings and all Committee meetings, including taking notes, coordinating agendas, ordering refreshments, booking conference rooms, and coordinating with IT for projectors or video conferencing.
• Assist President/CEO and VP of External Affairs with daily, weekly, and monthly communications.
• Create and modify documents and presentations for internal and external use.
• Maintain professional behavior and respect confidential information.
• Manage small events at the request of the President/CEO.
• Communicate professionally with executives, senior management, employees, Board members, vendors, customers, donors, and the media.
• Research information, seek out resources, and accomplish tasks with minimal supervision.
• Complete special projects and other administrative support tasks as assigned.

Requirements

• Bachelor’s degree with a minimum of two years’ experience as an administrative assistant or communications professional preferred; experience may substitute for education.
• Prior experience with Executives and Board of Directors preferred.
• Advanced creative and technical writing skills.
• Excellent computer skills and proficiency in a Windows environment with Word, Excel, Outlook, and PowerPoint.
• Exceptional phone and research skills.
• Passion for solving problems and ability to communicate effectively, both orally and in writing.
• Self-starter, adaptable team player capable of multitasking with exceptional organizational and time management skills.
• Ability to meet or exceed tight project deadlines.
• Valid Indiana Driver’s License and a verifiable safe driving record.
• Ability to handle confidential information with discretion and professionalism.

Competencies

Action-Oriented

Take strategies and ideas, develop plans, and turn them into reality.

Resilient

Bounce back from difficult situations, maintain a positive outlook, and find a way forward with courage and commitment.

Core Values

Opportunity

• Communicate in a way that makes others feel respected, valued, and heard.
• Actively listen to others when they communicate.
• Work together with others to achieve goals.
• Be open to change as it supports the Bosma Mission and Vision.
• Take risks when necessary.

Accountability

• Arrive on time for shifts and be ready to work.
• Help coworkers.
• Acknowledge mistakes and work to correct them.
• Work on solutions to problems and communicate them respectfully and collaboratively.
• Be willing to accept constructive feedback to improve performance.
• Perform to the expectations outlined in the role.

Innovation

• Conduct yourself at work in a way that creates a positive outlook.
• Have an open mind to changes that provide benefits and opportunities to others.
• Challenge yourself to be curious and a lifelong learner.
• Positively collaborate with others.