Overview
Executive Coordinator Jobs in Remote at WESTERN STATES ARTS FEDERATION
Full Job Description
Description:
Summary of Position
The executive coordinator supports the executive director, the deputy director, and the board of trustees in the ongoing administration of the WESTAF organization, and is a key collaborator to the success of the WESTAF leadership team and the board of trustees as they lead the organization into the future.
As the main contact for the executive director and the board of trustees, the executive coordinator serves as a liaison between the executive director, the staff and the 25-person board of trustees, as well as other distinguished meeting attendees. The executive coordinator provides seamless, composed and comprehensive management for three in-person board meetings per year held throughout the western states, monthly executive committee conference calls and other in-person and virtual committee meetings as they may occur. On-site logistics for all meetings include coordination with hotels and event venues, restaurants, caterers, vendors, and AV technicians, as well as recording and transcribing minutes in an accurate and timely manner. Preparation for the meetings include timely calendar invites and travel arrangements, as well as the compilation of a meeting “board book”, including a detailed agenda, attachments, presentations, memoranda and other indexed documents pertaining to the trustee meeting.
The executive coordinator also assists the executive director and deputy director by providing administrative support that may include scheduling meetings, making travel arrangements, conducting research, preparing communications and managing expense reports for executives with a full schedule and frequent travel. This position demands a meticulous and unyielding attention to detail, organization, follow-through, productivity, and creativity, as well as an innate desire to iterate upon and improve processes, along with discretion, humor, and grace while engaging with colleagues, trustees, and various other high-level stakeholders.
Essential Functions
Board of Trustees Coordinator:
Manages all programming, scheduling and material collection and collation for the board of trustee and executive committee meetings.
Assists in coordinating hotel, restaurant, and travel logistics in collaboration with the events manager and the executive director.
Communicates clearly and consistently with trustees and at-large committee members regarding meetings, committee activities, and planning.
Liaises on general matters as needed between staff and trustees, and vice versa.
Prepares agendas, board books and other board materials as needed.
Transcribes minutes of all meetings with the aid of an audio recorder.
Collaborates with the events manager in providing high-level on-site production support for all meetings, including vendor and technology support.
Maintains discretion and confidentiality regarding all meeting content.
Manages all board elections, voting, and committee activities.
Manages board of trustee and external stakeholder expectations.
Manages and programs new trustee onboarding.
Provides high-level knowledge and technical assistance to the board chair, committee chairs, and board secretary.
Provides scheduling support to the board chair and trustees as needed.
Provides exemplary customer service to all board members and VIP attendees.
Troubleshoots unexpected meeting/event needs as they occur with a calm demeanor.
Executive Assistant to the Execu…
Title: Executive Coordinator
Company: WESTERN STATES ARTS FEDERATION
Location: Remote
Category:
