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Executive Assistant to the President and Board Professional to AGB's Board of Directors

Responsibilities

The Executive Assistant to the President/BP provides support to the President as well as the Board Chair and other AGB directors.  
 

Duties of Executive Assistant to the President

 
  • Consult with the president regularly on priorities and maintain confidentiality of conversations and materials.
  • Maintain appointment calendar while prioritizing and accommodate changing priorities.
  • Coordinate travel and meeting registrations for the president.
  • Create travel folders for each trip, working with vice president for membership or director of resource development to coordinate meetings with potential prospects for the president.
  • Reconcile expense reports and corporate credit card statements for the president, using appropriate charge back codes.
  • Screen incoming telephone calls and mail for the president and take action when appropriate.
  • Prepare written communication and maintain files—paper and electronic—for the president, including correspondence, memoranda, proposals, mailings, etc.
  • Maintain a running list of the president’s meetings, seminars, annual meetings, etc. to use at end of the fiscal year to create metrics.
  • Maintain mailing and contact lists.
  • Work with president and leadership team to plan a dinner for distinguished guests during the National Conference on Trusteeship.
  • Staff liaison between president and AGB subsidiaries, including providing training on board meeting material preparation and protocols when necessary.
 
 

Duties of Board Professional

 
For the Board of Directors
 
  • Plan, manage, and provide support for board meetings.
  • Work with the appropriate staff to prepare agendas, materials, program, and logistics for board and committee meetings.
  • Coordinate and prepare materials for New Director Orientation.
  • Work with members of the leadership team to schedule calls with committee chairs to prepare for committee meetings.
  • Upload meeting materials into electronic board book. 
  • Prepare minutes for all board and executive committee meetings and secure board secretary acceptance of the minutes.
  • Work with Director of Conferences on logistics for board meetings and retreats.
  • Assist board members in scheduling meetings or phone calls on behalf of AGB or the Board of Directors.  
  • Maintain up-to-date profile of board members.
  • Maintain board and AGB policy files, paper and electronic.
  • Ensure board members receive new publications.
  • Research/provide meeting dates for two-year periods, as needed.
  • Distribute Board Conflict of Interest Statement annually and collect required signatures.
  • Distribute AGB Statement of Director Responsibilities annually and collect required signatures.
  • Assist board members with all aspects of attendance at AGB’s National Conference on Trusteeship, including registration, hotel reservations, and creation of individual itineraries.
  • Look for gifts for outgoing directors and board chairs.
  • Work with chair of the Compensation Committee to:
  1. Ensure all assessment forms are current for the fiscal year
  2. Distribute necessary material to committee members for scheduled meetings
  3. Ensure all conference call meetings are scheduled in a timely manner
 
Board Chair
 
  • Maintain appointment calendar for board chair.
  • Coordinate travel and meeting registration for board chair.
  • Prepare proposed correspondence for board chair.
  • Assist board chair as needed.
 
Governance Committee
 
  • Work with chair of the Governance Committee to review agenda and meeting material for committee meetings.
  • Prepare minutes for all meetings of the Governance Committee and secure committee chairman acceptance of the minutes.
  • Prepare speaking notes for chair to present at board meeting.
  • Work with president on recruitment of new directors, including scheduling phone calls with the president of the affiliated institution of the prospective director, followed by a call and/or meeting with the prospective director.
  • Schedule calls between the board chair and the chair of the Governance Committee with prospective directors.
  • Coordinate the presidential assessment process. 
 

 Qualifications

  • Ten years’ experience working in a support position at the executive level.
  • Ability to organize and prioritize multiple tasks with attention to detail.
  • Ability to maintain flexible approach to changing priorities and methods.
  • Ability to work effectively in a team-oriented environment.
  • Ability to work well under pressure and to meet deadlines.
  • Excellent written and oral communication skills.
  • Excellent MS Office skills, electronic board books.
  • Availability for limited travel.

To apply: Please send resume and cover letter, including salary requirements, to employment@agb.org. Please include job title in the subject line to avoid being overlooked.

 
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