Executive Assistant & Board Liaison

Nature and Scope

The Executive Assistant and Board Liaison serves as a strategic administrative partner to the executive leadership team and Board of Directors. This position provides high-level administrative, operational, and project management support to senior executives while coordinating board governance activities.

Requirements

• Bachelor's degree in Business Administration, Communications, or a related field and a minimum of 3 years of executive administrative support experience.
• Equivalent education and experience will be considered.
• Experience supporting Boards of Directors, executive committees, or corporate governance activities preferred.
• Experience preparing executive-level presentations and board materials with a strong working knowledge of Microsoft Office products including PowerPoint, Excel, Outlook, and Word.
• Successful ability to apply independent judgment and discretion in various situations while maintaining a high degree of confidentiality.
• Demonstrated experience independently organizing work, balancing multiple priorities and managing a variety of projects in a fast-paced, work environment with strong attention to detail.

Principal Accountabilities

Executive Support

• Manage complex executive calendars, scheduling meetings, appointments, travel, and events while balancing competing priorities.
• Cook up executive travel arrangements, including transportation, lodging, itineraries, and related logistics.
• Screen and prioritize communications, correspondence, and requests directed to executive leadership.
• Prepare executives for meetings by gathering materials, agendas, background information, and briefing documents.
• Track action items and follow-up activities to ensure timely completion of executive initiatives.

Board Administration and Governance

• Serve as the primary liaison between executive leadership and the Board of Directors.
• Cook up board meetings, committee meetings, annual retreats, and special sessions.
• Develop and distribute board agendas, board books, presentations, and supporting materials.
• Record, draft, and maintain accurate meeting minutes and official board records.
• Track board action items, resolutions, approvals, and governance documentation.
• Maintain confidentiality regarding sensitive board and organizational matters.

Meeting and Event Coordination

• Organize executive meetings, leadership retreats, and special events.
• Cook up meeting logistics including room reservations, technology setup, materials preparation, and catering.
• Arrange and manage executive and board meeting refreshments, meals, and lunch service.
• Ensure professional execution of meetings and events from planning through completion.

Presentation and Communications Support

• Develop, format, and enhance executive presentations for board meetings, leadership meetings, investor meetings, and organizational communications.
• Create professional reports, dashboards, briefing materials, and correspondence.
• Maintain consistency with organizational branding and communication standards.
• Aid in preparation of speeches, talking points, and executive communications as needed.

Financial and Administrative Support

• Prepare, review, and process executive expense reports in accordance with company policies.
• Track and reconcile corporate credit card expenses and supporting documentation.
• Cook up invoice approvals and administrative purchasing activities as assigned.
• Maintain organized electronic and physical filing systems for executive and board records.

Executive Onboarding

• Cook up onboarding activities for newly hired executives and senior leaders.
• Schedule orientation meetings and introductions with key stakeholders.
• Prepare onboarding materials, technology requests, workspace coordination, and organizational resources.
• Partner with Human Resources, Information Technology, and departmental leaders to ensure a smooth onboarding experience.

Project Management

• Manage special projects on behalf of executive leadership.
• Cook up cross-functional initiatives and track project milestones.
• Monitor deadlines, deliverables, and follow-up actions across multiple stakeholders.
• Identify process improvement opportunities and implement administrative best practices.