Administrative Assistant, Executive Board Support

JLM HR Consulting•Rockville, MD

2d•$76,000

About The Position

Our client, located in Rockville, MD is seeking an experience Administrative Assistant to play a key role alongside the Chief Executive Officer (“CEO”) and Board of Directors (the “Board”) in maintaining organizational compliance and integrity by maintaining scheduling, meeting material, corporate logs, and more. Essential Duties and Responsibilities The Administrative Assistant is responsible for the following: Board Governance and Meeting Administration: In collaboration with the CEO: o Prepare, maintain, and coordinate the annual calendar of the Board of Directors and committee meetings. o Schedule meetings and coordinate availability across Board members, executive leadership, and external stakeholders. o Ensure compliance with public meeting posting requirements and governance protocols. o Prepare meeting agendas, supporting documentation, and Board Books in collaboration with the CEO. o Distribute Board and committee materials through the Board portal and maintain organized governance documentation. o Record Board and committee meetings and produce clear, detailed, and accurate meeting minutes. o Maintain organized records of meeting minutes for governance compliance and institutional documentation, ensure timely distribution and archiving of approved minutes o Track and maintain records of Board resolutions, approvals, and governance decisions. o Follow up on meeting action items to ensure timely completion by appropriate parties. o Maintain confidential corporate records and governance documentation. Board Resources/Corporate Calendaring and Executive Support: Under the direction of the CEO and Board: o Coordinate, manage and maintain the CEO’s complex calendar, including internal meetings, external partner engagements, and Board-related activities. o Reserve conference rooms and coordinate logistics for meetings, board sessions, and special events. o Prepare briefing materials, correspondence, and presentations for executive meetings. o Maintain strong communication with internal staff and external partners to ensure alignment of schedules and priorities. o Update resolution and approval logs. o Maintain Committee and Board materials in the Board portal. o Coordinate with the CEO on the creation of Board Books. Additional Responsibilities. Assist the CEO with general corporate governance including: o Manage the organization's general information email inbox and respond or route inquiries appropriately, forward phone messages, and external communications. o Manage incoming and outgoing correspondence, including checking and processing mail. o Occasional support of corporate events and procurement needs. o Serve as the primary point of contact for visitors, Board members, and external guests. o Ensure professional and welcoming experiences for guests attending meetings or events. o Coordinate visitor access, meeting room preparation, and event logistics. o Ensure the office runs smoothly by coordinating administrative functions and supporting daily operations. o Maintain office supply inventory and place orders for administrative, meeting, and operational needs. o Order and coordinate catering and business lunches for meetings, Board sessions, and internal events. o Support light kitchen upkeep, including restocking supplies and ensuring shared spaces remain organized.

Requirements

Associate’s degree or equivalent with five+ years of administrative and executive support experience, preferably with direct experience in Board and Committee meeting management.
Familiarity with Microsoft Office Products (Word, PowerPoint, Excel).
Strong proficiency in taking meeting minutes, scheduling, and maintaining corporate resources.
Strong oral and written communication skills.
Comfort with maintaining confidentiality and working with executive management, Boards, and external partners.

Responsibilities

Prepare, maintain, and coordinate the annual calendar of the Board of Directors and committee meetings.
Schedule meetings and coordinate availability across Board members, executive leadership, and external stakeholders.
Ensure compliance with public meeting posting requirements and governance protocols.
Prepare meeting agendas, supporting documentation, and Board Books in collaboration with the CEO.
Distribute Board and committee materials through the Board portal and maintain organized governance documentation.
Record Board and committee meetings and produce clear, detailed, and accurate meeting minutes.
Maintain organized records of meeting minutes for governance compliance and institutional documentation, ensure timely distribution and archiving of approved minutes
Track and maintain records of Board resolutions, approvals, and governance decisions.
Follow up on meeting action items to ensure timely completion by appropriate parties.
Maintain confidential corporate records and governance documentation.
Coordinate, manage and maintain the CEO’s complex calendar, including internal meetings, external partner engagements, and Board-related activities.
Reserve conference rooms and coordinate logistics for meetings, board sessions, and special events.
Prepare briefing materials, correspondence, and presentations for executive meetings.
Maintain strong communication with internal staff and external partners to ensure alignment of schedules and priorities.
Update resolution and approval logs.
Maintain Committee and Board materials in the Board portal.
Coordinate with the CEO on the creation of Board Books.
Manage the organization's general information email inbox and respond or route inquiries appropriately, forward phone messages, and external communications.
Manage incoming and outgoing correspondence, including checking and processing mail.
Occasional support of corporate events and procurement needs.
Serve as the primary point of contact for visitors, Board members, and external guests.
Ensure professional and welcoming experiences for guests attending meetings or events.
Coordinate visitor access, meeting room preparation, and event logistics.
Ensure the office runs smoothly by coordinating administrative functions and supporting daily operations.
Maintain office supply inventory and place orders for administrative, meeting, and operational needs.
Order and coordinate catering and business lunches for meetings, Board sessions, and internal events.
Support light kitchen upkeep, including restocking supplies and ensuring shared spaces remain organized.