Executive Assistant to Nonprofit Leadership Team

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Role:

Executive Assistant to Nonprofit Leadership Team

Serve as the Board Secretary, Assistant to the Executive Director & Assistant to the Executive Committee

Term:

2 Years

Overview:

Season to Soar’s advisory board secretary plays a critical role within the organization. The secretary is a member of the leadership team and will be responsible for maintaining Season to Soar’s organization and structure.

Primary responsibilities include ensuring that the organization’s members adhere to project deadlines, managing calendars and communications and maintaining organizational documents.

Time Commitment

• Monthly Meetings
• Meetings will remain virtual until post COVID when it is deemed safe to return to in person meetings
• 1- 2 hours per week executing Season to Soar related tasks outside of meetings

General Responsibilities

• Provide support to the Executive Committee and Advisory Board Committees
• Serve as primary project manager for executing executive committee and full board administrative tasks
• ***Keep track of guiding document and strategic plan due dates and follow up with individual members, chairs and committees to ensure that all projects and tasks are completed on time***
• Serve as the custodian for pertinent documents
• Create and maintain the advisory board’s records, policies, amendments, legal documents, standard operating procedures and any other relevant board materials
• Assist during the orientation and onboarding process for new board and committee members
• Serve as interim replacement for board positions during transitions

Communications

• Lead internal and external advisory board communications
• Distribute general communications and emails to the appropriate individual or committee
• Maintain and distribute board communication listservs/databases
• Adhere to timely communications by acknowledging or responding to all internal and external correspondences no later than 48 hours.
• Manage biweekly communication document; Maintain the team’s shared drive; Manage email updates to the full board and committees
• Take notes (minutes) at Full Board and Executive Committee meetings

Meetings

• Schedule time, date and location of meetings
• Create and distribute an annual calendar of meetings as well as invites and calendars for meetings throughout the year
• Work with the advisory board president to prepare meeting agendas and materials
• Send meeting agendas at least 5 days before scheduled meetings
• Take meeting minutes and distribute them no later than 48 hours after meetings
• ***Follow up with members to ensure that projects and tasks outlines in the meeting minutes and strategic plan are complete on time***