Executive Coordinator - Internal Posting

JOB DESCRIPTION

TITLE: Executive Coordinator to the Board of Directors

DEPARTMENT: Administration / Executive Leadership Support

SUPERVISOR: Board of Directors

FLSA STATUS: Full-Time, Exempt (as applicable)

POSITION SUMMARY:

The Executive Coordinator to the Board of Directors provides high-level administrative, operational, and strategic support to the Board. This role serves as a trusted partner in coordinating Board activities, communications, and governance-related functions, ensuring efficiency, organization, and alignment with organizational priorities.

The Executive Coordinator acts as a central point of coordination for Board communications, meetings, documentation, and strategic initiatives while maintaining strict confidentiality, professionalism, and discretion at all times. This role also supports individual Board members with select day-to-day administrative and coordination needs to enhance overall Board effectiveness.

QUALIFICATIONS:

• Minimum of 3–5 years of executive-level administrative or board support experience


• Strong organizational, time management, and prioritization skills


• Excellent written and verbal communication skills


• High level of professionalism, discretion, and confidentiality


• Ability to anticipate needs and proactively problem solve


• Experience supporting governing bodies or executive leadership preferred


• Proficiency in Microsoft Office, Teams, and organizational platforms (e.g., BambooHR, Trainual, scheduling tools)


• Ability to work in a fast-paced, high-accountability environment

CORE RESPONSIBILITIES:

Board Governance Support

• Coordinate all Board of Directors meetings, including scheduling, logistics, and materials distribution


• Prepare and compile Board packets, agendas, and supporting documentation


• Record accurate meeting minutes and maintain official Board records


• Track Board actions, resolutions, and follow-up items to ensure completion


• Maintain Board calendars, terms, and committee structures

Executive & Operational Coordination

• Serve as liaison between the Board of Directors and executive leadership


• Coordinate communication and information flow between Board members and organizational leadership


• Assist in preparing reports, presentations, and updates for Board review


• Support strategic planning processes and Board-level initiatives

Board Member Support (Day-to-Day Assistance)

• Provide direct administrative and coordination support to individual Board members as needed


• Assist with scheduling, calendar management, and meeting preparation for Board-related responsibilities


• Support travel coordination, logistics, and organization of materials for Board members


• Assist Board members with timely access to information, documents, and communications necessary for effective participation


• Anticipate needs and provide proactive support to enhance Board member efficiency and engagement

Confidential & Compliance Support

• Handle highly sensitive and confidential governance information with discretion


• Ensure documentation and processes align with organizational policies and CARF standards


• Maintain organized and secure records related to Board governance and compliance


• Assist with audits, reviews, and regulatory documentation as needed

Administrative & Logistical Support

• Coordinate travel arrangements, meeting locations, and accommodations for Board members as needed


• Manage Board-related correspondence and communications

Communication & Relationship Management

• Maintain professional, responsive communication with Board members and stakeholders


• Support a culture of transparency, organization, and accountability


• Assist in fostering strong relationships between Board members and organizational leadership

KEY COMPETENCIES:

• High attention to detail and accuracy


• Strong judgment and decision-making ability


• Proactive and solution-oriented mindset


• Ability to manage competing priorities with efficiency


• Strong interpersonal and relationship-building skills


• Adaptability and flexibility in a dynamic environment

WORK ENVIRONMENT & EXPECTATIONS:

• Ability to maintain flexibility based on Board schedules and organizational needs


• May require occasional evening or after-hours availability for Board meetings