Executive Administrative Assistant

CICOA•Indianapolis, IN

About The Position

To provide overall administrative support for the President/Chief Executive Officer. Work in coordination with the President/CEO and the Vice President of Development to facilitate the work of CICOA’s Boards by providing leadership, project management, and coordination of all board activities including, but not limited to, the Board of Directors, Foundation Board of Trustees, and related committees. Keep official corporation records and oversee the execution of administrative policies and procedures developed in conjunction with other officials by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Requirements

Bachelor's degree (B. A.) from four-year college or university and at least three to five years related experience working with non-profit boards; or equivalent combination of education, experience.

Responsibilities

Maintain familiarity with all governance policies and bylaws; work with Compliance Officer and Board Chair(s) to ensure compliance and best practices in board governance.
Direct preparation and filing of corporate legal documents with government agencies to conform with statutes and regulations.
Act as custodian of corporate documents and records. Maintain records of official agency meetings, board and committee lists, and information needed for preparation of Area Plan and similar reports.
Manage the storage of and access to minutes, resolutions, and other governance documents, assuring they are accessible as needed for legal, regulatory, and other purposes.
Schedule and provide logistical support for in-person and virtual meetings of the boards and their committees.
Ensure meetings are effectively organized, including preparation of records such as notices, agendas, and resolutions; receive agenda items, circulate agenda and reports.
Record and revise board and board committee meeting minutes in preparation for review by key stakeholders and sign-off by Board Secretaries; manage the distribution of minutes and other relevant meeting documents.
Collaborate with members of CICOA Leadership to identify issues that require Board review, reporting, or action; ensure a smooth process for Board consideration of relevant issues and that Board involvement is timely and well-supported.
Administer the Board portal, including developing and maintaining current and appropriately organized content and documents; oversee the organization of the portal and its use, and manage Board member access to the portal including training for Board-related technology.
Manage onboarding of incoming Board Members, ensuring all records are properly recorded in database and that edits to materials and website are completed.
Organize board retreats and orientation, plan conferences, and provide educational opportunities for board and committee members in conjunction with the Development Department.
Plan, execute, and track needed Board education.
Organize and maintain a current Board candidate package for distribution to prospective Directors and Trustees.
Organize and maintain a current Board Manual for distribution to Directors and Trustees.
Assist in coordinating board-focused stakeholder engagement and stewardship activities, such as networking events, receptions, thank-a-thons, board thank-you dinners, and individual board member cultivation and stewardship of partners and donors.
Track statistical information about the Board, including attendance at Board and committee meetings, committee membership, member terms, Board demographic profiles, etc.
Maintain Board member competency profile, working with the Chief Development Officer and Governance.
Prepare and coordinate oral and written communications including reports, letters, presentations, speeches, and proposals.
Facilitates community and public engagement on behalf of the Board.
Coordinate, organize, and assist with the Chief Development Officer’s correspondence to the Board.
Respond promptly to ad hoc Board member requests.
Schedule appointments, assist with calendar management, and assemble materials for Chief Executive Officer’s speaking engagements.
Coordinate the Chief Executive Officer’s calendar for donor appointments, business community engagement, and other external stakeholders.
Compose and type routine correspondence, copy correspondence or other printed materials, file correspondence, and other records, read and route incoming mail, prepare outgoing mail, and perform other administrative and clerical duties.
Screen telephone calls, gives information to callers, and refers calls to other staff as appropriate.
Travel locally as needed.
Perform other duties as assigned.