Executive Assistant, Board Relations Liaison - AZ - University Administration

Provides high-level administrative, operational, and strategic support to the President and Vice Presidents within the Executive Office while serving as the primary liaison between the University’s Board of Trustees and institutional leadership. Manages sensitive and confidential institutional information, academic governance documents, Board operations, trustee communications and engagement, executive events, and cross-campus administrative workflows. Ensures effective institutional governance through timely coordination, adherence to bylaws, policies, and regulatory requirements, and seamless communication among executive leadership, trustees, and key University stakeholders.

Responsibilities

Board Relations

• Serve as the primary liaison between the Board of Trustees and university leadership.
• Plan and coordinate Board and committee meetings, including agendas, materials, logistics, and minutes.
• Maintain official Board records, bylaws, resolutions, and governance documents.
• Support trustee onboarding, communications, evaluations, and engagement activities.
• Ensure compliance with institutional bylaws, accreditation standards, and applicable regulations.
• Track trustee terms, attendance, committee assignments, and disclosures.
• Advise executive leadership on governance protocols and Board-related processes.
• Collaborate with Legal, Finance, HR, and other offices on Board matters.
• Develop and maintain a new trustee on-boarding and training program and guide new trustees through that process.
• Manage complex calendars for board leadership and trustee events.
• Organize board retreats, committee activities, and campus visits.
• Book travel and handle expense reports for board members as needed.

Executive Support

• Provide high-level administrative support, including drafting, editing, and proofreading complex emails, memos, executive summaries, and multi-campus communications on behalf of the Vice Presidents, maintaining confidentiality and independent judgment.
• Proactively manage complex executive calendars, strategically prioritizing time-sensitive matters and anticipating schedule conflicts.
• Serve as a liaison and professional gateway for internal and external stakeholders, screening and routing communications based on university policies and strategic objectives.
• Coordinate complex, multi-segment travel arrangements for executives and process travel and expense reimbursements using corporate travel management systems (e.g., Concur).
• Prepare and maintain comprehensive and accurate electronic and paper records, organizing information effectively and updating forms and databases as needed.
• Maintain professional decorum and foster a welcoming environment for University leadership, Board of Trustees members, elected officials, and guests.
• Collaborate in the organization and management of official academic documents, including University Catalogs, Academic Calendars, and core clinical/institutional policies.
• Attend high-level administrative and committee meetings; capture, synthesize, distribute, and safeguard confidential minutes and action items.
• Research, collect, analyze, and synthesize institutional data to track programmatic metrics or operational benchmarks.
• Design, compile, and format comprehensive reports, slide decks, proposals, and organizational charts for executive readiness.
• Execute standard business and procurement procedures, including obtaining vendor quotes, preparing purchase requisitions, auditing invoice payments, and monitoring departmental expenditures.
• Maintain secure digital and physical institutional records, ensuring compliance with record retention policies.
• Collaborate with administrative support colleagues across campuses to streamline office procedures and assist with institutional events, including logistics for seating, catering, and guest accommodations.
• Execute other high-priority administrative duties and special projects as assigned.

Requirements

• Bachelor’s degree required; master’s degree preferred.
• 5-7 years of relevant executive administrative experience in higher education administration or governance.
• Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and institutional enterprise software (budgeting, procurement, and scheduling tools).
• Strong understanding of board governance principles and confidentiality requirements.
• Strong understanding of standard rules of order (Robert’s Rules of Order).
• Excellent written, verbal, and interpersonal communication skills.
• High level of professionalism, discretion, and organizational ability.

Preferred Qualifications

• Experience supporting a Board of Trustees in higher education.
• Familiarity with nonprofit governance.
• Experience with board portals or governance management tools.

Additional Competencies

• Professional Agility: Demonstrates a commitment to continuous improvement by adopting new technologies, institutional procedures, and optimized workflows.
• Professional Decorum: Upholds exemplary standards of workplace ethics, attire, conduct, and respectful communication.
• Institutional Collegiality and Cross-Campus Collaboration: Fosters positive, collaborative working relationships across multi-campus teams and external partners.
• Drive, Accountability, and Independence: Exhibits strong self-motivation and the ability to operate autonomously under minimal supervision.
• Operational Excellence and Integrity: Delivers high-quality work within complex organizational structures, demonstrating discretion, reliability, and high ethical standards.

Working Conditions

• Occasional evening and weekend work required.
• Periodic travel may be necessary.

Physical Demands

• Occasionally required to stand, walk, use hands, and reach with hands and arms.
• Frequently required to sit, talk, and hear.
• Must occasionally lift and move up to 30 pounds.

Benefits

• Comprehensive benefits package including medical, dental, and vision insurance plans.
• Life insurance, short/long term disability, and pet insurance.
• Flexible spending accounts (healthcare reimbursement and child/dependent care).
• Competitive time off package including paid holidays, sick/flex days, personal days, and vacation days.
• 403(b) retirement plan.
• Tuition reimbursement and child care subsidy reimbursement program.
• Identity theft protection and employee assistance program.
• On-site wellness facility with a fully equipped fitness center.