Executive Assistant

The Executive Assistant is a trusted partner to the Chief Executive Officer and the operational hub for our executive office, governance program, and major organizational meetings. The position combines high-level executive support, disciplined governance administration, and end-to-end meeting coordination to improve executive focus, enable sound board oversight, and create consistently professional experiences for directors, volunteers, staff, members, and external stakeholders. The incumbent anticipates needs, exercises sound judgment, protects confidential information, and converts decisions into organized follow through.

Requirements

ROLE PROFILE

Executive Assistant: Anticipates priorities, protects the CEO’s time, prepares the CEO for decisions and engagements, and keeps the executive office operating with discretion and precision.

Governance Manager: Provides the systems, records, calendars, communications, and meeting support needed for effective Board and committee governance. Provides support for Board committees.

Meetings Coordinator: Plans and executes virtual, hybrid, and in-person meetings from initial scope through closeout, with a focus on participant experience, budget stewardship, and risk-aware logistics.

KEY RELATIONSHIPS

Works closely with the CEO, Board Chair and officers, Board and committee members, senior leadership, staff, volunteers, members, strategic partners, and meeting and travel vendors. Serves as a highly professional first point of contact for the executive office and governance program.

1. EXECUTIVE ASSISTANT

Provides proactive, strategic, and confidential support that expands the CEO’s capacity and strengthens the effectiveness of the executive office.

· Owns a complex and dynamic executive calendar; evaluates requests, resolves conflicts, protects time for strategic priorities, and ensures appropriate preparation and follow-through.

· Anticipates upcoming needs by monitoring deadlines, commitments, decision points, travel, stakeholder expectations, and dependencies across the organization.

· Prepares concise briefing materials, agendas, itineraries, correspondence, presentations, talking points, and background summaries; verifies completeness, accuracy, and readiness.

· Coordinates domestic and international travel, including transportation, lodging, itineraries, meeting logistics, documentation, and contingency planning.

· Manages the CEO’s expense reports and corporate-card reconciliation accurately and on schedule; maintains supporting documentation and follows applicable policies.

· Serves as a trusted liaison between the CEO and Board leaders, senior staff, volunteers, members, partners, and external stakeholders; handles interactions with diplomacy, responsiveness, and sound judgment.

· Triages incoming communications and requests, identifies urgency and organizational significance, drafts responses when appropriate, and routes matters to the right owner without losing accountability.

· Maintains organized and secure executive-office records and working files, applying appropriate confidentiality, retention, and access controls.

· Supports all-hands (all staff) meetings and selected strategic initiatives by coordinating inputs, documenting decisions, tracking commitments, and prompting timely completion.

· Continuously improves executive-office workflows, templates, calendars, and digital tools to reduce friction and strengthen visibility, consistency, and follow-through.

2. GOVERNANCE MANAGER

Manages the governance operating system that enables the Board of Directors and Board-level committees to fulfill their oversight responsibilities effectively and efficiently.

· Develops and maintains an annual governance calendar covering Board and committee meetings, elections, nominations, orientation, evaluations, policy reviews, disclosures, and recurring approvals.

· Partners with the CEO, to develop purposeful agendas, establish decision objectives, sequence topics, and confirm presenters and materials.

· Manages the full board-book cycle: issues timelines and instructions, collects and quality-checks materials, organizes and distributes secure packets, controls versions, and preserves final records.

· Coordinates Board of Directors, Executive Committee, Finance Committee, Nominating Committee, Awards Committee, and governance task-force meetings, as assigned.

· Captures accurate minutes that clearly document attendance status when confirmed, key deliberations, decisions, motions, approvals, and action items without creating unnecessary transcript-like detail.

· Maintains a centralized action and decision log; confirms owners and target dates, follows up between meetings, and reports unresolved matters to the appropriate leader.

· Maintains official governance records, including bylaws, policies, charters, rosters, terms, resolutions, minutes, disclosures, acknowledgments, and historical records in accordance with approved retention practices.

· Coordinates director and officer onboarding, orientation, annual disclosures, conflict-of-interest documentation, committee appointments, and offboarding.

· Maintains accurate governance information in board portals, websites, distribution lists, officer accounts, and other approved systems; manages access and permissions with appropriate safeguards.

· Supports bylaws, charter, and governance-policy review processes; maintains a controlled record of approved revisions and effective dates.

· Provides procedural support for meetings and helps leaders apply CLSI bylaws, committee charters, and adopted parliamentary practices; escalates legal or interpretive questions to CEO.

· Monitors the health of governance operations through timely packets, accurate records, action completion, calendar adherence, and director experience; recommends practical improvements.