Executive Assistant / Board Liaison - Normann Staffing

Job Executive Assistant / Board Liaison
Location: Poughkeepsie, NY with some travel to Kingston / Garrison offices
Pay:  $25-$28/hour BOE
Job Type:  Full Time, Temp to Perm
Schedule:  Monday - Friday 9am-5pm with occasional evenings / weekends required for meetings and special events



Job Sumamry:

We are seeking an experienced Executive Assistant / Board Liaison to provide high-level administrative support to the President & CEO, as well as occasional support to other C-level executives. This role will act as a key liaison for the Board of Directors, its associated committees, advisory committees, and supporting organizations, ensuring streamlined communication and coordination. The ideal candidate will bring strong interpersonal skills, a proactive and detail-oriented approach, and a commitment to professionalism, diplomacy, and discretion in all interactions.

Key Responsibilities:

Executive Support:

• Manage the President & CEO’s calendar, including meeting scheduling and coordination, travel arrangements, and monthly expense reporting.
• Oversee incoming communications, exercising sound judgment in prioritizing responses.
• Draft, review, and distribute professional correspondence, upholding confidentiality in all matters.
• Support the CEO in managing projects and special initiatives, setting priorities, tracking progress, and ensuring timely completion.
• Coordinate preparations for internal meetings, office events, and occasional external engagements.

Board Liaison and Governance Support:

• Serve as the primary point of contact for Board members, coordinating logistics for all board and committee meetings.
• Manage preparations for board meetings, including scheduling, agenda development, materials preparation, and venue coordination.
• Record and prepare accurate minutes for board and committee meetings, monitor approvals, and maintain records.
• Support new Board member onboarding, including updating the orientation manual and related resources.
• Assist in maintaining board policies, including the Conflict of Interest policy, board terms, and nominations for new members.
• Work with the Governance Committee on board nomination processes, ensuring adherence to bylaws and committee charters.

Office Operations:

• Greet visitors, coordinate meeting spaces, and ensure the office environment is welcoming.
• Maintain office supplies, equipment, and the workroom/kitchen areas.
• Order supplies and support general administrative needs across departments.

Eligibility and Qualifications:

• Minimum of 3-5 years in executive administrative support or a similar role, preferably in the nonprofit sector.
• Experience working with boards of directors, with knowledge of governance practices.
• Strong organizational and time-management skills, capable of prioritizing multiple tasks and deadlines.
• Exceptional written and verbal communication skills, with professionalism and clarity.
• Proficiency in Microsoft Office Suite, experience with CRMs, and project management software like Monday.com or Asana.
• Ability to build positive relationships with diverse stakeholders and maintain confidentiality.

Attributes:

• Detail-oriented, proactive, and self-motivated, with strong problem-solving skills.
• Ability to work independently and collaboratively with senior leadership and community partners.
• Positive attitude and commitment to our mission and values.

Additional Requirements:

• Availability to work occasional evenings or weekends for board meetings and special events.
• Familiarity with nonprofit operations, fundraising, or community engagement is a plus.

Benefits

Once hired permanently, a comprehensive employee benefits package will be available and includes paid time off benefits; health, dental, and vision insurance (with 100% of premiums paid by the Foundation for the employee); and a 401(k)-retirement plan with a safe harbor contribution.