Executive Assistant and Board Relations Coordinator

About the Role

This role provides high-level administrative and operational support to the Chief Executive Officer and assists between the Board of Directors and organizational leadership for a mid-sized nonprofit healthcare organization (approximately 1,200 employees) located at our Bayside campus. The position ensures the effective coordination of Board governance activities while supporting executive-level priorities, communications, and strategic initiatives. The role requires exceptional discretion, professionalism, and organizational effectiveness in a fast-paced healthcare environment.

Responsibilities

• Administrative Support to the CEO
  • Provide direct administrative support to the CEO, including calendar management, meeting coordination, and prioritization of executive commitments.
  • Prepare and manage correspondence on behalf of the CEO, including emails, presentations, and reports.
  • Coordinate internal and external meetings involving the CEO, including preparation of briefing materials and follow-up tracking.
  • Support execution of CEO-driven initiatives, projects, and organizational priorities.
  • Manage sensitive and confidential information with the highest level of discretion.
  • Serve as a gatekeeper to optimize the CEO’s time, ensuring alignment with organizational priorities.
• Board Administration & Governance Support
  • Coordinate all Board and Board committee meetings, including scheduling, logistics, and materials preparation.
  • Develop and distribute Board agendas, packets, and meeting materials in collaboration with executive leadership.
  • Maintain official Board records, including minutes, resolutions, bylaws, and governance documents.
  • Ensure Board operations align with regulatory, legal, and accreditation requirements.
• Communication & Executive Coordination
  • Serve as the central liaison between the Board, CEO, and senior management.
  • Facilitate timely communication of Board directives, action items, and leadership updates.
  • Support preparation of board-level presentations, dashboards, and executive reports.
  • Ensure consistency, professionalism, and confidentiality in all communications.
• Meeting & Committee Support
  • Attend all Board and applicable committee meetings; record, finalize, and distribute minutes.
  • Track and monitor action items, ensuring timely follow-up across leadership teams.
  • Support committee chairs and executive sponsors in meeting preparation and execution.
• Governance, Compliance & Organizational Alignment
  • Monitor adherence to governance policies, bylaws, and nonprofit best practices.
  • Coordinate Board onboarding, orientation, and continuing education.
  • Maintain Board calendars, terms, and committee assignments.
  • Support conflict-of-interest disclosures and governance documentation.
• Strategic & Operational Support
  • Assist the CEO and executive team in aligning Board priorities with organizational strategy.
  • Coordinate the annual Board calendar, including retreats, evaluations, and strategic planning sessions.
• Confidentiality & Professional Standards
  • Maintain strict confidentiality of Board discussions and executive-level information.
  • Exercise sound judgment, discretion, and professionalism in all interactions.
  • Represent the organization effectively with internal and external stakeholders.

Requirements

• Education & Experience
  • Bachelor’s degree required; Master’s degree or relevant certification preferred.
  • Minimum 5–7 years of experience supporting senior executives and/or Board governance.
  • Prior experience in healthcare or nonprofit organizations strongly preferred.
• Skills & Competencies
  • Exceptional organizational and time management skills.
  • Advanced written and verbal communication skills, including board-level materials.
  • Strong ability to manage competing priorities and work independently.
  • High level of discretion, judgment, and confidentiality.
  • Proficiency in Microsoft Office and executive/board management tools.
• Core Competencies
  • Demonstrates organizational awareness and alignment with mission.
  • Exhibits strong interpersonal and communication effectiveness.
  • Maintains professionalism, accountability, and initiative.
  • Operates with a high degree of accuracy and attention to detail.
  • Builds collaborative relationships across leadership and departments.

Benefits

• Excellent individual/family benefits
• Generous paid time off
• Tuition reimbursement
• Life insurance
• Flexible spending accounts
• 403(b) retirement plan