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Posted: 12/05/24 Employment Type: Temp To Perm Industry: Admin/Clerical Job Number: 15781

Job Description

Job Executive Assistant / Board Liaison
Location: Poughkeepsie, NY with some travel to Kingston / Garrison offices
Pay: $25-$28/hour BOE
Job Type: Full Time, Temp to Perm
Schedule: Monday - Friday 9am-5pm with occasional evenings / weekends required for meetings and special events

Job Sumamry:

We are seeking an experienced Executive Assistant / Board Liaison to provide high-level administrative support to the President & CEO, as well as occasional support to other C-level executives. This role will act as a key liaison for the Board of Directors, its associated committees, advisory committees, and supporting organizations, ensuring streamlined communication and coordination. The ideal candidate will bring strong interpersonal skills, a proactive and detail-oriented approach, and a commitment to professionalism, diplomacy, and discretion in all interactions.

Key Responsibilities:

Executive Support:

Manage the President & CEO’s calendar, including meeting scheduling and coordination, travel arrangements, and monthly expense reporting.
Oversee incoming communications, exercising sound judgment in prioritizing responses.
Draft, review, and distribute professional correspondence, upholding confidentiality in all matters.
Support the CEO in managing projects and special initiatives, setting priorities, tracking progress, and ensuring timely completion.
Coordinate preparations for internal meetings, office events, and occasional external engagements.

Board Liaison and Governance Support:

Serve as the primary point of contact for Board members, coordinating logistics for all board and committee meetings.
Manage preparations for board meetings, including scheduling, agenda development, materials preparation, and venue coordination.
Record and prepare accurate minutes for board and committee meetings, monitor approvals, and maintain records.
Support new Board member onboarding, including updating the orientation manual and related resources.
Assist in maintaining board policies, including the Conflict of Interest policy, board terms, and nominations for new members.
Work with the Governance Committee on board nomination processes, ensuring adherence to bylaws and committee charters.

Office Operations:

Greet visitors, coordinate meeting spaces, and ensure the office environment is welcoming.
Maintain office supplies, equipment, and the workroom/kitchen areas.
Order supplies and support general administrative needs across departments.

Eligibility and Qualifications:

Minimum of 3-5 years in executive administrative support or a similar role, preferably in the nonprofit sector.
Experience working with boards of directors, with knowledge of governance practices.
Strong organizational and time-management skills, capable of prioritizing multiple tasks and deadlines.
Exceptional written and verbal communication skills, with professionalism and clarity.
Proficiency in Microsoft Office Suite, experience with CRMs, and project management software like Monday.com or Asana.
Ability to build positive relationships with diverse stakeholders and maintain confidentiality.

Attributes:

Detail-oriented, proactive, and self-motivated, with strong problem-solving skills.
Ability to work independently and collaboratively with senior leadership and community partners.
Positive attitude and commitment to our mission and values.

Additional Requirements:

Availability to work occasional evenings or weekends for board meetings and special events.
Familiarity with nonprofit operations, fundraising, or community engagement is a plus.

Benefits

Once hired permanently, a comprehensive employee benefits package will be available and includes paid time off benefits; health, dental, and vision insurance (with 100% of premiums paid by the Foundation for the employee); and a 401(k)-retirement plan with a safe harbor contribution.

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About Poughkeepsie, NY

Explore exciting job opportunities in and around Poughkeepsie, New York! Nestled in the heart of the picturesque Hudson Valley, Poughkeepsie offers a perfect blend of historic charm and modern amenities. With stunning views of the Hudson River, vibrant art galleries like the Barrett Art Center, and the renowned Bardavon Opera House hosting Broadway shows and performances, this area is a cultural hub waiting to be explored. Indulge in the local cuisine at popular eateries along Main Street or take a stroll through the scenic Walkway Over the Hudson State Historic Park. Don't miss out on the chance to advance your career in a region brimming with opportunity and character!