Director, Board Relations & Engagement

General Summary: This position provides high-level governance coordination and administrative support to the San Antonio Food Bank Board of Directors and the organization's broader governance structure, including affiliated boards, regional advisory boards, and committees. This position is responsible for coordinating board operations, meeting schedules and logistics, preparing board materials and official documentation, and tracking board member participation across the organization's four mission pillars of Food, Time, Money, and Voice. The role requires strong organizational skills, sound judgment, discretion, and the ability to engage professionally and effectively with senior organizational and community leaders.

Impact:

Board Governance & Administrative Operations

- Serve as the central operational contact and liaison for all members of the Governing Board and regional Advisory Boards.

- Owns end-to-end event production including scheduling, calendar coordination, venue bookings, and catering logistics for all board meetings, committee sessions, and annual retreats.

- Prepare, organize, and distribute all board packets, presentation decks, executive reports, and agenda materials prior to meetings.

- Attend all board and committee meetings, record official meeting minutes, and distribute approved minutes to members in a timely manner.

- Manage, sort, and respond to routine incoming correspondence for the President & CEO relating to board members.

- Protect confidential board records, contact directories, terms of service, and committee rosters in compliance with bylaws.

Board Engagement & Relations

- Track and maintain accurate records of board member engagement across the four mission pillars: Food, Time, Money, and Voice.

- Coordinate onboarding logistics, orientation materials, and records management for incoming board and advisory members.

- Coordinate executive VIP volunteer opportunities, shift logistics, and participation frameworks for board members and advisory committees during special distribution events and relief campaigns.

- Prepare donor thank-you correspondence, formal letters, and recognition materials for board members.

- Maintain a 90% attendance rate for board meetings and roster headcounts (minimum of 12 members),

- Optimize board-led fundraising initiatives to reach an annual goal of $2,000,000 in corporate giving and $85,000 in individual giving.

Event Coordination & Leadership

- Coordinate venue logistics, seating, materials, and administrative production for signature annual events (e.g., State of the Food Bank) and stakeholder meetings.

- Greet visiting board members and dignitaries, determining appropriate access to executive leadership.

- Supervise, set clear expectations, provide real-time coaching, and deliver continuous feedback to Executive Office Coordinator.

- Perform additional administrative and clerical duties as assigned by the President & CEO.

Required Job Qualifications:

Education & Experience

- Bachelor’s degree in Business Administration, Communications, Public Administration, Non-Profit Management, or a related field required.

- Minimum of 3–5 years of progressive governance, board liaison, or senior executive level support experience within a non-profit, public agency, or corporate enterprise.

- Proven track record of drafting executive-level correspondence presentations.

- Experience collaborating across internal departments to collect data and turn programmatic benchmarks into structured governance records.

Skills & Competencies

- Solid understanding of non-profit board structures, administrative procedures, record-keeping, and meeting protocols.

- Excellent oral and written communication skills; proficiency in drafting routine correspondence, taking precise meeting minutes, and proofreading.

- Exceptional time-management, prioritization, and organizational skills with high accuracy under deadline pressure.

- Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and board management/CRM software.

- Demonstrated ability to remain poised, flexible, and use elite judgement when handling sensitive, confidential matters or high-pressure executive requests.

- Knowledge of high-level donor relations, philanthropic giving strategies, and executive-level stewardship. Ability to handle high-net-worth individual and corporate giving workflows with discretion and professionalism.

Certifications & Licenses

- Current Texas driver’s license, liability insurance, and a clean driving record.

Preferred Job Qualifications:

- Professional certification such as Certified Administrative Professional (CAP), Project Management Professional (PMP), or formal training through BoardSource / the Society for Corporate Governance.

- Prior experience in board relations or executive administration within a Feeding America network food bank, a large healthcare system, or a high-volume public agency.

- Advanced hands-on experience utilizing specialized board management portals (such as Boardable, Diligent, or Govenda) and enterprise CRMs (like Salesforce or Primarius).

- Basic familiarity with philanthropic models, donor database management, and executive stewardship principles.

Physical Demands

Ability to remain stationary (sitting or standing) for extended periods (up to 6–8 hours ) during long board meetings, retreats, and computer-based desk work. Frequent movement is required during events to manage venue setups, greet guests, and coordinate logistics.

Ability to safely lift, carry, and maneuver board materials, presentation equipment, heavy catering trays, and promotional items weighing up to 20–30 pounds .

Fine motor skills necessary for high-volume typing, transcribing precise minutes during fast-paced discussions, and preparing physical presentation packets or binders.

Visual and auditory clarity required to accurately record meeting minutes, view computer screens or projections, and communicate with executive leadership and dignitaries in crowded or noisy event spaces.

Work Environment

This job is primarily performed in indoor office environment and is required to travel to external event venues of varying conditions.

The noise level in the work environment is usually low to moderate.

The above statements are intended to describe the general nature and levels of work to be performed and are not intended to be an exhaustive list of all responsibilities and duties.