Lead Board Clerk & Executive Assistant

Position Title: 

Lead Board Clerk and Executive Assistant 

Reporting To: 

You will report to the Director of Administration while maintaining close communication and collaboration with the CPCNH Board Chair, Committee Chairs and CEO.  

Job Responsibilities: 

This position serves as a bridge between key CPCNH stakeholders, providing the effective communication and collaboration that is required in a member driven organization. You will be responsible for high-quality clerical support to the Board of Directors and all CPCNH Committees, facilitating the smooth operation of board and committee activities. This position also delivers consistent and professional administrative support to the CEO. 

Core Characteristics and Abilities: 

• A team player capable of cultivating productive working relationships across the Coalition; comfortable interacting with high-level executives 

• Ability to identify opportunities with communication and collaboration and make suggestions for improvements 

• Ensure that all aspects of CPCNH Board and Committee meetings are flawlessly executed—from verifying remote meeting software and equipment is working to scheduling the meetings, preparing agendas and taking minutes. Attention to detail guarantees that these gatherings are productive. 

• Expected to handle sensitive and confidential information while exercising professionalism and discretion. 

Responsibilities: 

1. Meeting Facilitation: 
   a. Schedule all board and committee meetings with in-person and virtual functions utilizing OnBoard, CPCNH’s board management software program. 
   b. Attend all board and committee meetings and take minutes. In-person attendance will be required at the board meeting, and some committee meetings. Plan for 3-4 in-person meetings per month. 
   c. Set up IT at in-person locations when requested. 
   d. Organize and oversee catering when requested. 

      2. Preparation and Communication: 

           a. Work with board and committee chairs to prepare and distribute meeting materials ahead of meetings. 

           b. Ensure in-person quorums are met. 

           c. Produce draft meeting minutes and post approved minutes to the CPCNH public site. 

           d. Be familiar with legal and regulatory requirements, specifically NH Right-to-Know (RSA 91-A), and                         board governance is a plus. 

           e. Support all-staff meetings by creating agendas and ensuring staff are informed and engaged with                         organizational updates and initiatives. 

  3. Administrative Duties: 

          a. Support the CEO primarily and provide additional support to senior staff, as directed, to ensure that                        company goals and objectives are accomplished and that operations run efficiently. 

          b. Manage CEO calendar, emails, travel logistics and activities, including accommodations,                                       transportation, and meals. 

          c. Maintain meeting materials and resources in OnBoard for efficient information sharing. 

          d. Track and replace office supplies, furniture, and IT setups, as necessary to avoid interruptions in                            standard front office procedures 

          e. Proofread and edit prepared documents or memos as requested 

Qualifications: 

1. Bachelor’s degree in business, or a related field. 

2. Proven experience in administrative or executive assistant role or clerical roles, preferably in a corporate or nonprofit setting.  

3. Strong writing, editing, and verbal communication skills. 

4. Excellent interpersonal skills and the ability to work collaboratively with diverse teams. 

5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

6. Attention to detail and accuracy in record-keeping. 

7. Familiarity with office management procedures and basic accounting principles. 

8. Ability to handle confidential information with integrity. 

9. Commitment to serving the CPCNH’s mission and values and providing excellent service to the New Hampshire residents/customers that make up our membership. 

Work Location:  This is a hybrid position based in Lebanon, New Hampshire, with occasional travel statewide and 1-2 office days per week. 

Working Conditions: Office environment with occasional travel for board and committee meetings or events. 

May require limited evening work to accommodate Annual and Special Member Meetings. 

About CPCNH: Read about CPCNH at www.cpcnh.org.