Executive Assistant & Board Liaison

An established leader in the Northeast Ohio civic landscape, College Now has been changing the lives of students in our region since 1967. We do this by providing college and career access advising, financial aid counseling, and scholarship and retention services to students from middle school through adulthood. An individual filling this position can expect to have an impact on Northeast Ohio students and families.

When you work for College Now, you are part of an innovative and visionary team, committed to College Now's mission, vision, and values as we are committed to creating a collaborative workplace for team members. Offering superior benefits, ample opportunities for professional growth and development, and the chance to make an impact on the community, College Now is where careers are made and grown.

POSITION TITLE: Executive Assistant & Board Liaison

STATUS : Full-time, Exempt

STANDARD HOURS : 40 hours/week; occasional evening hours as required

LOCATION : Hybrid- typically 3 days in office each week, 2 days remote each week; this may change based on the business needs.

REPORTS TO : Senior Manager, Administration and Operations

ASSIGNED TO : Office of the CEO (Administration)

SALARY: $55,000 - $65,000 based on relevant prior experience

Position Summary:

The Executive Assistant & Board Liaison provides high level administrative support to the President and CEO. This role is responsible for managing executive scheduling, coordinating Board of Directors activities, facilitating communication with internal and external stakeholders, maintaining records, and ensuring effective follow-though on key action items.

The Executive Assistant & Board Liaison serves as a trusted administrative partner to the CEO and acts as the primary liaison between the Office of the CEO and the Board of Directors. The position requires exceptional organizational skills, professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions:

Administration and Planning

- Manage the CEO's calendar, scheduling priorities, meeting requests, travel arrangements, and related logistics.

- Coordinate internal and external meetings, including drafting of agendas, materials, presentations, and briefing documents.

- Organize and maintain files, records, contacts, and reference materials.

- Process CEO expenses, purchases, reimbursements, memberships, and related expenses.

- Monitor and coordinate follow-up activities, ensuring CEO commitments and deadlines are tracked and completed.

- Serve as gatekeeper for CEO communications, prioritizing requests and responding appropriately on behalf of the Office of the CEO.

Board and Governance Support

- Serve as a principal administrative liaison among the CEO, Board Chair, Board officers, Board members, committee chairs, Executive Staff members, and staff supporting Board committees.

- Coordinate the annual calendar and logistics for Board and assigned committee meetings, retreats, orientations, and governance activities.

- Work with Board and staff leadership to prepare agendas, presentations, reports, resolutions, and supporting materials; manage preparation, review, approval, and distribution deadlines.

- Attend Board and assigned committee meetings and prepare accurate, concise minutes documenting decisions, motions, and action items.

- Track Board and committee commitments and communicate next steps to the appropriate leaders and staff.

- Maintain the Board portal, Board directory, committee rosters, governance calendar, approved minutes, resolutions, policies, and other official records.

- Coordinate annual Board documentation, including conflict-of-interest forms and other required governance materials.

- Support Board member onboarding, orientation, engagement, recognition, and access to organizational information.

- Handle Board information and governance records with accuracy, discretion, and confidentiality.

Execution and Operational Support

- Coordinate Executive Staff meeting logistics, including scheduling, agenda preparation, material distribution, note taking, and meeting follow-up.

- Document action items, decisions, and assigned responsibilities resulting from meetings.

- Support the planning and coordination of organizational events, retreats, leadership meetings, and special projects led by the CEO.

- Assist in gathering information, compiling reports, and preparing materials needed for executive decision making.

- Work collaboratively with departments across the organization to obtain information and ensure timely completion of administrative requests.

Communication and Stakeholder Relations

- Draft and edit internal and external communications on behalf of the CEO.

- Support the preparation of briefing materials for meetings with donors, community partners, elected officials, funders, and other stakeholders.

- Coordinate stakeholder communications, meeting requests, and follow-up activities.

- Represent the Office of the CEO with professionalism, responsiveness, diplomacy, and discretion.

- Maintain confidentially regarding Board matters, personnel issues, organizational strategy, donor information, and other sensitive matters.

Additional Responsibilities

- Attend College Now organizational meetings and participate in assigned committees or workgroups.

- Attend Board meetings, community events, and organizational functions as needed.

- Perform other duties consistent with the role and evolving needs of the Office of the CEO.

Qualifications

Must Have Skills:

- Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.

- Strong written and verbal communication skills.

- Excellence attention to detail and accuracy.

- Sound judgement, professionalism, and discretion in handling confidential information.

- Strong interpersonal and relationship-management skills.

- Ability to anticipate needs, solve problems, and work independently.

- Demonstrated ability to coordinate activities involving multiple stakeholders and competing priorities.

Must Have Technical Skills:

- Proficient in Microsoft Office 365 applications, including Outlook, Work, Excel, Teams, and SharePoint.

- Experience using virtual meetings platforms such as Teams, Zoom, and Google Meet.

- Ability to learn and utilize Board portal systems, customer relationship management systems, and other organizational software.

- Ability to create, organize, and maintain records, reports, presentations, and meeting documents.

Previous Work Experience:

- Minimum of five years of experience in executive administration, executive support, office management, or related field.

- Demonstrated experience supporting senior executives and managing complex schedules or priorities.

- Experience supporting Board of Directors meetings, committees, governance processes, and record management strongly preferred.

- Experience working in a nonprofit, educational, civic, philanthropic, or mission-driven organization preferred.

Education Requirements:

- Associates degree required; Bachelors degree preferred.

- Equivalent combination of education and relevant professional experience will be considered.

Disclaimer: "Nothing in this position description restricts management's right to assign or reassign duties and responsibilities to this job at any time.