Job Description :
Job Title: Board Specialist
FT Permanent Role
Location: Piscataway NJ
Hybrid Role : 3 days in Office & 2 days Remote
Description
Job Summary
This role is responsible for supporting the administrative activities of the Board of Directors and the Assembly, and other duties assigned as a member of the Corporate Governance team.
Assists with daily operations and procedures, which includes but is not limited to scheduling and supporting meetings and events, formatting agenda submissions, collaborating with staff throughout to ensure timeliness of all documentation, processing expense reports, and supporting the maintenance of records in accordance with client's record retention policies.
They will work in accordance with the Constitution, Bylaws, Policies, procedures, and precedents, and help advance the mission and objectives of the client.
They will also work collaboratively, cooperatively, and comfortably with all stakeholders. This role reports to the Senior Manager, Corporate Governance.
Key Responsibilities
In conjunction with the Senior Governance Manager, facilitates the administrative responsibilities for the Board of Directors, its Ad Hoc Committees, and the Assembly, including:
Organizes the agenda item submission process for established guidelines including reviewing and acknowledging Board agenda items for timeliness, clarity, consistency, and required documentation.
Actively engages the submitters to assist in this effort. Drafts and formats agenda items and meeting materials, as required.
Facilitates the production of draft and final agendas, distributes, and maintains meeting materials via the Board portal; organizes and communicates agenda review meetings for staff and leadership.
Partners with other departments and external vendors to schedule and plan leadership meetings, coordinate complex meeting logistics, and provide hands-on support for on-site, hybrid, and virtual events and meetings.
Documents leadership meetings including: meeting minutes, actions, and summaries; coordinates the approval and distribution of documents.
Creates and coordinates communications with the Board of Directors, Assembly, and staff; collects, records, and distributes documents; provides access to Board and Assembly materials; manages relevant listservs.
Develops and administers detailed meeting project plans and schedules for the Board of Directors and Assembly meetings.
Responsible for coordinating and executing annual administration functions to support the Board of Directors and the successful onboarding of new Directors.
Creates and maintains content for webpages, board portal, etc.
Manages the identification, collection, and shipment of materials needed for Board and Assembly meetings.
Partners with the Board staff to administer all governance records and documents associated with the Board and Assembly in audit-ready condition to ensure adherence with the records retention policy.
Tracks, updates, maintains and researches policies, procedures, guidelines, and action items.
Partners with the Board staff to manage and administer accurate and updated leadership records in accordance with privacy rules.
Manages expense reports and invoices
Other duties and special projects, as assigned.
Qualifications
Education: Bachelor's degree or equivalent experience in relevant business discipline such as business administration, communications, or other related fields Pref
Work Experience
2-4 years working in either an association governance environment or in the corporate/board affairs environment of a corporation preferred Pref
Similar background in industry supporting large business unit/corporate governance meetings would be considered
Skills and Requirements
Must have excellent attention to detail, be able to balance multiple tasks and priorities, have strong administrative skills, and have the ability to work independently with minimal or no supervision and within a team setting
Ability to function under pressure with tight deadlines, competing priorities, and within a fast-paced environment
Ability to consistently, and in a timely manner, process documentation received from multiple parties across.
Maintain confidentiality and have the highest standards of integrity
Excellent written and oral communication skills
Demonstrated ability in establishing project timelines and reviewing work for completeness, accuracy and timeliness
This individual must be a technologically savvy knowledge worker who applies the benefits of technology to his or her work environment.
He or she is a regular user of web content management systems/technology and a daily user of off-the-shelf word processing, presentation and spreadsheet software, a regular user of email and the Internet for research and communication, and web-conferencing tools.
Experience with Board and/or meeting management software a plus
Must possess a valid and unexpired . When pandemic guidelines are adjusted, travel will be necessary as required (approximately 3-4 trips a year, some international)
Some nights and weekends, in conjunction with meeting preparation and attendance for corporate governance meetings, is required.