Executive Assistant, President’s Office, and Board Administrator

Position Description: Reporting to the Manager of Operations/Chief of Staff in the President’s Office, the Executive Assistant Board of Governors Administrator is responsible for providing senior-level administrative and operational support to the President’s Office and the Board of Governors Secretariat. The incumbent serves as a key liaison between the President’s Office, Board members, senior leadership, staff, external partners, and the broader community, ensuring the effective coordination of executive operations, governance activities, communications, and special initiatives. Key Responsibilities: Administrative Coordination Provides comprehensive executive and administrative support to the President’s Office, including preparing high-quality documents and presentations, coordinating meetings and committees, managing schedules and travel logistics, and ensuring timely communication and follow-up on key actions and priorities. Supports day-to-day office operations by responding to inquiries, troubleshooting administrative and technology-related issues, guiding staff on policies and procedures, implementing administrative processes, and exercising discretion in handling confidential and sensitive matters while keeping leadership informed of emerging issues. Events, Executive Coordination Operations Support Provides logistical and coordination support for the President’s meetings, events, VIP visits, retreats, and special engagements, including preparing briefing materials, coordinating supporting documentation, monitoring scheduling conflicts, and ensuring the President is informed and prepared for all engagements. Acts as backup support for calendar and scheduling coordination, as required. Collaborates with internal and external partners, including Marketing Communications, to support event promotion, invitations, travel, catering, budgets, and overall event execution. Maintains the master events calendar and supports the Chief of Staff in advancing President’s Office initiatives and projects. Communications, Information Management Administrative Support Prepares and coordinates briefing materials, correspondence, presentations, agendas, minutes, and follow-up actions related to the President’s Office and assigned committees. Assesses and responds to inquiries regarding the President’s participation in internal and external engagements and coordinates related communications and logistics. Maintains digital filing and reference systems and supports records and information management practices. Assists with the implementation and maintenance of operational policies, procedures, projects, and initiatives to support efficient and effective President’s Office operations in alignment with institutional priorities. Oversees administrative coordination of the President’s Office budget, including expense tracking, invoice processing, accounts payable, preparation of quarterly reports, and regular updates to the Chief of Staff regarding budget status and financial activities. Board of Governors Administration Provides end-to-end administrative support to the Board of Governors and its committees by coordinating agendas, preparing and distributing meeting materials, drafting reports and briefing notes, attending meetings, and maintaining accurate records, minutes, and official documentation. Supports effective Board operations and governance by managing schedules and calendars, maintaining the Board portal and public website content, coordinating leadership interactions, providing technical meeting support, and ensuring compliance with applicable policies, bylaws, and governance standards. Oversees Board-related budgeting and financial administration, including expense tracking, invoice processing, accounts payable, quarterly reporting, and year-end reconciliation.