Executive Coordinator & Board Liaison, Ms. Foundation for Women, Brooklyn, NY

Executive Coordinator and Board Liaison

Posted on: April 29, 2013
Posted by: Ms. Foundation for Women

DESCRIPTION

The Ms. Foundation for Women seeks a dynamic Executive Coordinator and Board Liaison who will serve as the "gatekeeper" of the President and CEO's Office and will manage schedules and communications with internal and external parties. In particular, s/he will be the point person for the Board of Directors and will facilitate effective and efficient communication between the Board of Directors, President and CEO, and Foundation staff. This position will report to the President and Chief Executive Officer (CEO).

KEY AREAS OF RESPONSIBILITY

President and CEO's Office Administration

• Manage the schedule of the President and CEO;
• Coordinate meetings via telephone, videoconference, and in-person;
• Prepare travel arrangements and itineraries for the President and CEO including hotel, flights, ground transportation;
• Keep the office of the President and CEO organized and operating effectively and efficiently through the development and maintenance of paper and electronic filing systems;
• Facilitate the tracking and signing of all documents executed by the President and CEO;
• Screen President and CEO's phone calls and determine and execute their proper handling;
• Assist in the creation of Power Point presentations, reports and other documents as needed;
• Assist in the coordination of regular Executive Team, Senior Management and cross-departmental team meetings; prepare agendas, notes and minutes as requested;
• Coordinate logistics for visitors to the office including: hotel, transportation, meeting space, meals, etc.;
• Prepare expense reports for the President and CEO and process payment of all President and CEO Office invoices;
• Coordinate with Development, Communication and Human Resources staff to maintain up-to-date partner contact information;
• Liaise with Executive Team, Senior Management and other staff to facilitate cross-departmental information sharing;
• Create monthly organization-wide metric reports in close coordination with the Executive Team, Directors of Human Resources and Information Technology, and Manager, Operations and Human Resources;
• Conduct and report findings on basic research, as required by the President and CEO.

Board Liaison

Board Engagement

• Coordinate logistics for all Board meetings;
• Work closely with the Executive Team and Senior Management to provide substantive organizational updates to the Board prior to each meeting;
• Coordinate with the Marketing & Communications and Development teams to arrange Board member participation in special events, such as dinners, networking events, and speaking opportunities; and
• Coordinate Board visits to the Ms. Foundation office.

Board Committees

• Coordinate with Committee chairs and Senior Management to schedule regular Committee meetings and distribute materials; and
• Attend Committee meetings and assist in the drafting of minutes, as needed.

Board Orientation

• Develop and maintain the Board Orientation manual; update orientation materials as necessary, and distribute to incoming Board members as they are selected; and
• Serve as the point person for new Board member orientation.

Communication

• Carry out the communications for several Board Meetings per year as well as all Board Committee Meetings.

Information Sharing

• Create monthly programmatic updates for the Board;
• Periodically send news articles and/or press releases that merit the Board's review; and
• Facilitate coordinated and streamlined communications between Board and staff.

Record Keeping

• Maintain all details related to the Board of Directors, including contact information, biographies, bylaws, meeting materials, and terms of service.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor's degree in English, Communication, or Business Administration required.
• At least five years of high level/executive administrative support or other relevant experience.
• Demonstrated communication skills including excellent oral and written English language skills and ability to communicate ideas effectively.
• Demonstrated organizational skills, ability to organize and prioritize workload, track assignments and provide organizational support for high level executive.
• Ability to successfully execute multiple, simultaneous projects on tight timelines with quality results.
• Ability to work both independently and collaboratively.
• Advanced computer skills including Microsoft Excel, Word and PowerPoint.
• Ability to multitask and problem solve.
• Ability to interact effectively with a variety of people at different levels in a diverse and multi-cultural environment.
• Excellent interpersonal skills.
• Must possess a commitment to the mission and values of the Ms. Foundation for Women and an interest in social justice and women's issues.

HOW TO APPLY

Please submit a cover letter with salary requirements and your résumé to Human Resources at http://forwomen.org/content/5/en/

Please, no follow-up phone calls or faxes. We regret that it is not possible to communicate with candidates except those who most closely match our requirements. Thank you.

The Ms. Foundation for Women is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.