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The Board Secretariat Manager will work directly with the Board Officers, Board Members and Board Committees assisting with succession and knowledge transfer within the Board. The Board Secretariat Manager is responsible for facilitating administrative detail, managing board and committee workflow and providing highly responsible staff support for the Board of Directors.  The ideal candidate will bring significant experience working within the governance function of an organization, supporting board operations, compliance and efficient processes.  The primary duty is to manage, record, produce, disseminate and archive the official record of all Board of Directors meetings and to prepare materials and logistics necessary for Board activities.  The role requires discretion and independent judgment in handling confidential information and in interpreting and implementing policies and procedures within guidelines set by the Board of Directors and CEO. 

This position is not available to residents of California.

Duties and Responsibilities:

Governance Compliance

• Ensure adherence to legal, regulatory, and policy requirements.
• Work collaboratively with the executive leadership team, Board Chair and Board Secretary to support established governance processes and board operations
• Responsible for the ongoing management of action items, board policies, and frameworks by leveraging previous experience in governance settings, while promoting accountability and timely completion.

Communications

• Serve as liaison between the board, executive management, and stakeholders.
• Ensure effective communication and information flow.

Meeting Management

• Plan, organize, and facilitate the annual work calendar for board, committee, and taskforce meetings, ensuring opportunities for cross-committee collaboration and alignment of key initiatives across the governance program.Maintain committee members' focus on deliverables and milestones through structured program oversight.
• Ensure timely preparation and distribution of agendas, minutes, and related materials.
• Track attendance and ensure compliance with board policies.

Record Keeping

• Maintain accurate records of meetings, resolutions, and board documentation.
• Manage access to board repositories and ensure proper document storage and archiving.

Director Onboarding and Offboarding

• Manage onboarding and offboarding processes for board members, leveraging knowledge of governance best practices gained through prior roles.
• Provide resources for new directors and ensure return of assets upon departure.

Monitoring and Coordination

• Distribute post-meeting documents and track action items.
• Monitor action items and task ownership and progress against deliverables.

Board Member Performance Evaluation

• Coordinate board member evaluations in collaboration with the Board Chair.
• Ensure feedback is gathered, timelines are met, and follow-up actions are tracked.

Other Duties

Undertake special projects and other activities at the discretion of the Board.

• Demonstrated ability to navigate and support the governance processes of a complex organization.
• Experience collaborating with board members, executives, and stakeholders in a governance context.
• Ability to deal with high-energy multifaceted board members 
• Solution Focus: take ownership of requests; tailor solutions to the member/situation; be timely in follow-up; resourceful in information gathering/ research.   
• Excellent customer service skills: meeting and exceeding expectations; intuitively understand stakeholders; anticipate needs; provide value.   
• Managing schedules and people with tact, diplomacy and poise 
• Focused, positive attitude, flexible, and proactive 
• Strong communication and interpersonal skills.
• High attention to detail and organizational ability.
• Ethical conduct and discretion with confidential information.
• Proficiency in Microsoft Office and board management platforms.

• Bachelor’s degree required.
• 7+ years of experience supporting or working within the governance function of an organization, such as board administration, compliance or corporate secretariat roles.
• Membership in a Governance Professionals association and/or a Board Governance designation preferred.
• Experience with board management and project management software, including Diligent Boards, and paralegal or administrative functions.
• Familiarity with governance related to membership or trade association is a plus.

• Ability to work extended hours or overtime as needed.
• Travel up to 25% for board meetings and events including international travel.
• Remain in a stationary position, often standing or sitting, for prolonged periods.
• Regular use of office equipment in a remote environment such as a computer/laptop and monitor computer screens.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components.

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic as protected by applicable law. Job candidates will not be obligated to disclose sealed or expunged records of conviction or arrest as part of the hiring process.