Executive Assistant and Board Liaison

Job Title: Board & Executive Assistant

Reports to: Chief Executive Officer

Status:  Full-time, exempt, hybrid work

Salary: $80,000 - $85,000

Position Summary & Purpose:

The Library Foundation is seeking reliable administrative assistance. Our ideal candidate is an organized and motivated individual who is looking to be part of a dynamic and professional team, wants the opportunity to work with a high-profile volunteer board, and is passionate about libraries and what they mean to society.

The position will serve as administrative support for the full executive suite’s business needs, including the Chief Executive Officer (CEO), Chief Development Officer (CDO), and Chief Operating Officer (COO). This position ensures the timely and appropriate flow of information to-and-from staff, provides support for routine financial and business processes, and will oversee special projects as needed. This position acts as the primary liaison to the Foundation Board and the public and ensures that office operations run smoothly.

If you thrive on being in the middle of everything, pay great attention to detail, are excited by variety, enjoy working with mission-driven people, and are adept with technology – then this could be the position you’ve been waiting for!

Essential Duties

Board Management and Liaison (40%)

Perform tasks requested and directed by the CEO or Board Chair to manage Board operations and ensure well-run meetings, open communications, and strong Board engagement.

• Facilitate and manage all aspects of Board meetings, including communication, scheduling, preparing and distributing meeting materials, and coordinating meeting logistics.
• Coordinate staff and board recognition and engagement activities, including the annual Board & Staff Celebration, milestone acknowledgments, birthday cards, and sympathy/get-well gifts.
• Support the Board and Board committees by scheduling meetings, managing communications, preparing materials, tracking follow-up items, and maintaining official documents.
• Serve as the administrative lead for BoardEffect, maintaining accurate and organized Board records and governance documents, including bylaws, charters, resolutions, meeting records, and other Board-related materials, and ensuring information is current and accessible to Board members.
• Serve as a key administrative point of contact for Board members and support ongoing Board communications and engagement.
• Assist in the recruitment, orientation, and onboarding of new Board members to ensure members are well-informed and supported.

Executive Administrative Coordination (25%)

Provide administrative support to the full executive suite including:

• Scheduling and maintaining CEO, CDO, and COO calendars, coordinating and preparing for meetings, and preparing documents as necessary.
• Supporting administrative needs as assigned by the executive suite.
• Preparing donor/Board profiles, support documents, meeting notes, and follow-up correspondence.
• Support budget administration and expense tracking for executive leadership and organizational activities, including event expenses, quarterly CEO/CDO/COO expenses, mileage reimbursements, and related documentation and reconciliation.
• Exercise discretion, tact, and sound judgment when handling confidential or sensitive information related to executive leadership, the Board, staff, and organizational matters.

General Administrative and Office Management (25%)

• Provide general administrative and clerical support to staff to ensure smooth operations across departments, including serving as the primary point of contact for general inquiries and triaging the office main line and email.
• Maintain office supplies, inventory and ordering, record keeping, and storage of supplies.
• Manage SharePoint platform, oversee room bookings, and arrange catering for meetings as required.
• Establish and maintain professional working relationships with San José Public Library staff, community leaders, elected officials, the public, and others encountered during work.
• Serve as the administrative lead for staff meetings, including coordinating meeting logistics, developing and managing agendas, and supporting meeting preparation and follow-up.
• Manage organizational business accounts, software licenses, and subscriptions, including user access, renewals, account administration, and coordination with vendors as needed (e.g., Microsoft 365, Zoom, and…