Executive Assistant and Board Relations Coordinator

Position Summary:

This role provides high-level administrative and operational support to the Chief Executive Officer. This role also assists between the Board of Directors and organizational leadership for a mid-sized nonprofit healthcare organization (approximately 1,200 employees).

This position ensures the effective coordination of Board governance activities while supporting executive-level priorities, communications, and strategic initiatives. The role requires exceptional discretion, professionalism, and organizational effectiveness in a fast-paced healthcare environment.

Key Responsibilities:

Administrative Support to the CEO

• Provide direct administrative support to the CEO, including calendar management, meeting coordination, and prioritization of executive commitments.
• Prepare and manage correspondence on behalf of the CEO, including emails, presentations, and reports.
• Coordinate internal and external meetings involving the CEO, including preparation of briefing materials and follow-up tracking.
• Support execution of CEO-driven initiatives, projects, and organizational priorities.
• Manage sensitive and confidential information with the highest level of discretion.
• Serve as a gatekeeper to optimize the CEO’s time, ensuring alignment with organizational priorities.

Board Administration & Governance Support

• Coordinate all Board and Board committee meetings, including scheduling, logistics, and materials preparation.
• Develop and distribute Board agendas, packets, and meeting materials in collaboration with executive leadership.
• Maintain official Board records, including minutes, resolutions, bylaws, and governance documents.
• Ensure Board operations align with regulatory, legal, and accreditation requirements.

Communication & Executive Coordination

• Serve as the central liaison between the Board, CEO, and senior management.
• Facilitate timely communication of Board directives, action items, and leadership updates.
• Support preparation of board-level presentations, dashboards, and executive reports.
• Ensure consistency, professionalism, and confidentiality in all communications.

Meeting & Committee Support

• Attend all Board and applicable committee meetings; record, finalize, and distribute minutes.
• Track and monitor action items, ensuring timely follow-up across leadership teams.
• Support committee chairs and executive sponsors in meeting preparation and execution.

Governance, Compliance & Organizational Alignment

• Monitor adherence to governance policies, bylaws, and nonprofit best practices.
• Coordinate Board onboarding, orientation, and continuing education.
• Maintain Board calendars, terms, and committee assignments.
• Support conflict-of-interest disclosures and governance documentation.

Strategic & Operational Support

• Assist the CEO and executive team in aligning Board priorities with organizational strategy.
• Coordinate the annual Board calendar, including retreats, evaluations, and strategic planning sessions.

Confidentiality & Professional Standards

• Maintain strict confidentiality of Board discussions and executive-level information.
• Exercise sound judgment, discretion, and professionalism in all interactions.
• Represent the organization effectively with internal and external stakeholders

Education & Experience:

• Bachelor’s degree required; Master’s degree or relevant certification preferred.
• Minimum 5–7 years of experience supporting senior executives and/or Board governance.
• Prior experience in healthcare or nonprofit organizations strongly preferred.

Skills & Competencies:

• Exceptional organizational and time management skills.
• Advanced written and verbal communication skills, including board-level materials.
• Strong ability to manage competing priorities and work independently.
• High level of discretion, judgment, and confidentiality.
• Proficiency in Microsoft Office and executive/board management tools.

Core Competencies:

• Demonstrates organizational awareness and alignment with mission.
• Exhibits strong interpersonal and communication effectiveness.
• Maintains professionalism, accountability, and initiative.
• Operates with a high degree of accuracy and attention to detail.
• Builds collaborative relationships across leadership and departments

Join our fabulous team of professionals where big hearts help little patients!

We RECOGNIZE ability and REWARD excellen…