Assistant Board Secretary

Summary

As the Assistant Board Secretary, you will play a crucial role in supporting the efficient functioning of our healthcare clients’ boards, committees, and our executive leadership team. Your responsibilities will include managing administrative tasks, facilitating communication, and ensuring the smooth operation of board meetings. The Assistant Board Secretary will report to the Board Governance Manager.

Duties and Responsibilities:

Board Meeting Coordination:

• Schedule and organize board meetings, including room reservations, preparation, and distribution of meeting materials.
• Record accurate and comprehensive minutes during board meetings.
• Ensure timely distribution of meeting minutes and follow-up on action items.

Administrative Support:

• Provide administrative assistance to executive leadership, including calendar management and document preparation.
• Maintain accurate and up-to-date records of board members, committees, and related documents.

Communication Facilitation:

• Act as a liaison between board members, executive leadership, and various departments within the organization.
• Draft and edit official correspondence, reports, and presentations on behalf of the board.

Meeting Follow-Up:

• Track and follow up on action items and decision made during board meetings.
• Assist in the implementation of board-approved policies and initiatives.

Minimum Job Requirements:

• Bachelor’s degree and minimum of 2 years of experience in a healthcare environment performing administrative, coordination, reporting, or records management functions.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• SharePoint and Microsoft Teams knowledge preferred.
• Smartsheet and Tableau knowledge preferred, but not required.

Skills and Abilities:

• Proven experience as a secretary, administrative assistant, or board assistant in a healthcare setting.
• Strong organizational and time-management skills with the ability to track multiple reports, deadlines, and priorities.
• Excellent attention to detail to ensure accuracy, proper formatting, and organization of reports and records.
• Strong communication and coordination skills to work with multiple internal departments and ensure timely submission of reports and completion of action items.
• Ability to interact professionally with board members and clients as needed to support board-related activities and reporting processes.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of healthcare industry regulations.

Salary Range:

• $70,000 – $80,000 annually