Board and Executive Assistant

General Job Description:

The Board & Executive Assistant works closely with the BSC President and Executive Director to ensure that the BSC’s governance processes run smoothly, that Board/Cabinet members have effective training and support, and that all governance decisions are appropriately documented and accessible to all relevant stakeholders. They support the implementation of the Board governance and sustainability directives and provide administrative support to develop and improve infrastructure, systems, and build the capacity of executives and management in accomplishing the strategic objectives of the BSC.

While the Board & Executive Assistant reports to the Executive Director, they are expected to work closely and develop meaningful relationships with members of the Board, Cabinet, staff, and other student leaders in order to effectively execute their duties. They must attend all meetings of the Cabinet and Board of Directors, and other meetings, as necessary in order to fulfill their duties.

Specific Duties:

1. Provide leadership in the recruitment and training of Board and Cabinet members:

a. Assist Cabinet and prepare materials to aid in the recruiting of new Board members and advertising for elections each Spring semester.

b. Manage the training of new and current Board and Cabinet members each term to ensure that they are fully aware of their responsibilities and able to effectively carry them out.

i. Work closely with Cabinet to expand and improve Board and Cabinet Training to ensure an understanding of best practices in governance, BSC history/policies/procedures, technical knowledge pertinent to individual roles/committees, and the Board's overall role.

ii. Research best practices in Board and executive committee training, nonprofit and cooperative governance, leadership, student development, and housing organizations to consistently improve training content.

iii. Develop and create new curriculum, including both online trainings and in-person sessions.

iv. Create and conduct evaluations to assess the effectiveness of Board and Cabinet Training and identify potential improvements.

c. Work closely with Cabinet to expand and improve ongoing professional development opportunities throughout the year by regularly researching, coordinating, and implementing ongoing development plans for individual Directors, executives, committees, and/or the Board as a whole.

d. Develop and ensure the execution of systems to aid in the archiving and efficiency/effectiveness of the hand-off of institutional knowledge for Board and Cabinet members, (e.g. exit documents, transition meetings, etc.)

2. Ensure that all decisions of the Board and Committees are properly documented and accessible to relevant stakeholders:

a. Train, support, and supervise Administrative Assistants (AAs) in creating minutes for Board-level committees.

i. Organize and conduct AA Training at the beginning of each semester and facilitate make-up trainings for all committee Administrative Assistants.

ii. Monitor and support the committee AAs and ensure that the minutes taken at committee meet BSC guidelines for format and quality and the timely submission of minutes for committee sites and Board Packets.

iii. Ensure that committee AAs promptly post minutes to committee websites.

b. Attend and record decisions at Cabinet Meetings and Board Meetings:

i. Take detailed minutes in comprehensive summary and simple summary format per BSC policy.

ii. Share draft minutes and solicit edits/corrections from those in attendance after each meeting.

iii. Incorporate approved edits, finalize minutes, and upload them to the appropriate Google site.

c. Compile packets for Board and Cabinet Meetings in a timely manner in advance of meetings

i. Collect and compile executive reports, proposals, minutes, and other materials from student executives, staff, and AAs for the Board Packet prior to each Board Meeting.

ii. Print and provide paper copies of the Board Packets and other relevant documents at Board and Cabinet meetings, as needed.

iii. Email the Board Packet out to appropriate listservs (i.e. Board, Cabinet, and Staff) in advance of unit Council meetings.

d. Create and disseminate flyers and/or email summaries of key Board decisions and directives to share with the membership and staff following each Board meeting to ensure stakeholders are informed of key decisions.

e. Attend and take minutes at adhoc Board-level committee meetings (e.g. Audit Committee, Investment Management Committee, Personnel Appeals Committee, etc.) and summarize directives and follow-up items.

3. Maintain the Cabinet and Board Websites:

a. Update the Board/Cabinet Rosters, the Board Archives, Policy Wiki, and other components of the Cabinet and Board Websites under the direction of the President.

b. Upload Board Packs and proposals to the website once distributed.

c. Upload Cabinet/Board minutes and minute summaries once approved.

4. Assist with planning and logistical preparations, (e.g. securing venues, arranging for food, procuring printed materials/supplies, assistance with set-up/clean-up, arranging A/V for presentations and remote participation, etc.), for a wide-variety of governance-related meetings, including but not limited to: Board, Cabinet, Board/Cabinet Trainings, Elections, and General Membership Meetings.

5. In conjunction with the President, monitor and manage Board-related budgets.

6. Oversee the tracking of Board Member and AA attendance at committees and/or Board and down hours and report to the President and Operations Assistant on a weekly basis.

7. Provide support to student executives and Board-level committees in conducting research, collecting data, and preparing reports to provide greater capacity and support to committee and Board projects.

8. Support the Executive Director and senior management in the execution of their short and long-term goals and responsibilities:

a. Conduct research and prepare reports, spreadsheets, and presentations to support the Executive Director in preparing for committees, Board, and/or other projects.

b. Assist the Executive Director and senior management in preparing for supervisor, senior manager, and all-staff meetings.

c. Under the direction of the Executive Director, act as a liaison with external contacts, as needed.

d. Assist with research and/or contract negotiations with advisors, consultants, vendors, and service providers.

e. Coordinate and manage routine administrative duties for the Executive Director such as filing, preparing for external meetings, preparation related to legal matters, expense reimbursements, etc.

f. Provide administrative support to other senior managers as needed, under the direction of the Executive Director.

9. Collect key performance metrics and prepare presentations designed to assist the Board and management in evaluating the effectiveness of the BSC’s operations and programs, including but not limited to:

a. Key performance indicators/metrics from different departments and housing units

b. Demographic and retention data

10. Act as the primary point-person for collecting information about and creating accessible information/resources related to BSC history, key events, and institutional memory.

11. Work on special administrative/institutional memory projects at the direction of Cabinet, the ED, and/or President.

12. Other duties as required by the Board of Directors, Cabinet, BSC policies and/or as assigned by the Executive Director.

Knowledge/Skills Expected for Job Performance:

1. Ability to coordinate and prioritize multiple projects with attention to detail. This includes past experience creating work plans, periodic reports, evaluations, budgeting, record-keeping, and written and oral presentations.

2. Excellent interpersonal, public relations, and verbal/written communication skills.

3. Experience (and enjoyment) in supporting and working with people.

4. Excellent problem-solving and trouble-shooting skills.

5. Ability to work in a fast-paced office environment and in stress or crisis.

6. Ability to cope with conflict.

7. Ability to develop familiarity with, have respect for and apply consistently, a complex set of organizational policies.

8. Ability to analyze problems/issues, gather data and information, evaluate and recommend alternative solutions, or effect solutions with a tolerance for ambiguity and change, when necessary.

9. Must be able to maintain confidentiality, demonstrate tact and discretion, handle high-level inquiries, and route requests for information and/or services appropriately.

10. Basic knowledge of personnel policy and practices.

11. Ability to type at least 75 words per minute.

12. Advanced skill in utilizing and managing the effective use by others of computer applications to achieve business results (Microsoft Office, Google application suite, MediaWiki, business database programs, online business applications, email, etc.)

13. Proficiency and comfort setting up conference calls, video conference calls, presentations, and other technology required to support the Board, committees, and senior management.

14. Enthusiasm for working in a student-run organization and genuine interest in student development.

15. Dedication to creating a cooperative, collaborative, creative and highly productive work environment.

16. A mission-driven approach to work, and a desire to contribute meaningfully to the BSC and its specific mission of providing affordable, quality, cooperative housing to a population that needs help in order to afford higher education.

Entrance Level Experience/Education Required:

1. BA or BS degree or equivalent.

2. At least three years experience in a high-level administrative support position.

3. At least two years experience working with a Board of Directors and Board-level committees.

Preferred Qualifications:

1. Coursework at or above the undergraduate level in business administration, non-profit management or other relevant fields.

2. Experience and/or familiarity with governance best practices.

3. Previous experience training and/or supervising others.

4. Prior experience with Web Applications, including Google Sites, Google Drive, and MediaWiki.

5. Experience living in and/or working with cooperatives.

Additional Requirements:

1. Ability to sit for long hours and sustain long hours of computer and keyboard use.

2. Flexibility with regard to scheduling including the ability to attend Thursday evening meetings on a regular basis and weekend trainings on an occasional basis.

Term of Job: Indefinite

Hours Per Week: Full-Time; Non-Exempt

Basic Wage Range: Level 14 - 18

Supervised by: Executive Director

Working Conditions by: BSC Employee Handbook

Created: Fall 2019