Overview

Position SummaryThe Executive Coordinator supports the work of the Chief of Staff by providing administrative support in human resources, development, and finance, including managing benefits administration, auditing benefits invoices, conducting research, and reconciling receipts. The Executive Coordinator also supports the work of the President & CEO by providing administrative support in scheduling, coordinating meetings, making travel arrangements, drafting correspondence, conducting research for meetings, scheduling and managing board meetings, handling board travel and expense reimbursements, preparing and distributing board materials, and taking board meeting notes.Given the nature of the role, this individual must be able to work comfortably with all levels of staff inside and outside the organization and maintain a high degree of professionalism and diplomacy, as well as appropriate levels of discretion and confidentiality.Primary ResponsibilitiesThe duties that follow represent the primary responsibilities for this role. All employees are responsible for performing other projects and duties as assigned.Coordinate with the Chief of Staff on benefits administration, including updating employee information and processing changes as needed.Answer frequently asked questions from employees relative to standard human resource policies, employee benefits, etc. and refer more complex questions to the Chief of Staff.Manage and audit benefits invoices to ensure changes are incorporated and information is accurate.Act as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.Assist with the hiring process, schedule new employee orientations and training, and coordinate new employee logistical set-ups.Maintain accurate and up-to-date human resource files, records, and documentation, and enter and update employment records as needed into our database.Maintain the integrity and confidentiality of human resource files and records.Monitor and track employee credit card receipts, reconcile credit card statements, and confirm coding for our accounting system.Provide administrative support for fundraising and development, including prospect research, background information for meetings, and scheduling meetings.Manage the CEOs calendar, including:coordinating with internal and external stakeholders;organizing and preparing preparatory materials, including meeting briefings;documenting notes and action items after meetings;coordinating meeting logistics and confirmations; andguiding the decision-making around prioritization of internal and external meetings.Provide support on CEOs travel, which includes:Managing travel itineraries and reservations, andSubmitting expense reports.Assist with providing support to the Board of Directors, including scheduling and managing events, meetings, and calls; finalizing and posting board materials on the board portal and handling board member travel and expense reimbursementsCoordinate with senior staff and the Chief of Staff to prepare and disseminate board books and other board meeting materialsDraft minutes for board meetingsManage the implementation and use of a board portalEducation, Knowledge, Skills, and AbilitiesBachelors degree or relevant experience in a professional position working with internal and external stakeholders; executive support is a plus1-3 years of administrative experience, ideally supporting executives and/or a board of directorsHigh proficiency with Microsoft Office software (Outlook, Word, PowerPoint, Excel)Highly organized, attention to details, and ability to manage multiple assignments at onceExcellent oral and written communication skills, including the ability to communicate diplomatically and professionally in email and other written communications without oversightHighly professional in presentation and positive demeanor; ability to professionally interact with the public, the board, clients, subtenants, managers and staffDemonstrated knowledge and execution of high-level and strict confidentiality protocols, as well as use of professional judgment and discretionAbout the OrganizationBoardSource is a globally recognized nonprofit focused on strengthening nonprofit leadership at the highest level the board of directors.With expertise cultivated over more than three decades, BoardSource strengthens nonprofit leadership through research, thought leadership, and practical supports that help transform board structures, dynamics, and perspectives.It is widely recognized as the go-to resource for nonprofit boards and reaches more than 500,000 leaders each year.Work Environment and Physical RequirementsThe physical requirements for this role are customary to an office setting, seated or standing at a desk with standard office equipment and technology.Reasonable accommodations will gladly be made to enable individuals with disabilities to perform essential job functions.EEO StatementIn the leadership BoardSource provides to nonprofit organizations across the social sector, we work to spark new awareness about why a commitment to diversity, inclusion, and equity is essential within nonprofit organizations, as well as provide practical support and guidance about how to create positive change. This work flows from our belief that a commitment to diversity, inclusion, and equity is essential to realizing our vision of a world where every social sector organization has the leadership it needs to fulfill its mission and advance the public good. Given this commitment and effort, weworkto ensure that our own team is diverse and inclusive, and that the entire team regardless of background or identity feels empowered to bring their authentic selves to work.Our work is enriched by the lived experiences of our team members, and there is no replacement for lived experience when working on issues of diversity, inclusion, and equity. We are eager to welcome future team members who share our commitment to diversity, inclusion, and equity; wealsostrongly encourage individuals from diverse backgrounds to apply.Tracking

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