Administrative Assistant to the Board of Governors

The Evergreen State College Portal•Olympia, WA

About The Position

This role provides essential support to the Foundation Board of Governors and serves as the confidential administrative assistant to the Vice President. Key responsibilities include managing board materials, facilitating communication, coordinating meetings and events, maintaining records, and supporting administrative functions for the Vice President. The position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion.

Requirements

Four years of applicable office administrative support experience.

Responsibilities

Serve as a liaison and facilitator for effective communications between the Board of Governors and the Vice President/Executive Director.
Prepare, organize, and distribute all board materials, including agendas and minutes for board and committee meetings.
Function as host to board members and arrange meetings and social gatherings, coordinating space, catering, and supplies.
Draft, prepare, and send regular communications to Governors.
Manage a small portfolio of Governors to advance fundraising priorities.
Maintain Foundation files, both electronic and hard copy.
Coordinate Governor attendance at events and meetings, including soliciting and tracking RSVPs.
Maintain records of Governor engagement activities and follow up as needed.
Maintain Foundation professional association memberships and coordinate Governor participation in activities and meetings.
Maintain the current board roster and update documentation of the board’s history.
Receive, monitor, and file applications from prospective Governors; coordinate background check process.
Function as an administrator within board software to manage meetings, build agendas, manage documents, and monitor board performance.
Draft and maintain committee work plans, supporting committees in tracking topics and building agendas.
Support staff who interact with the board by preparing documents, tracking deadlines, and compiling information.
Collaborate in performing board assessments.
Support strategic planning to enhance the work of the Board of Governors.
Train staff and Governors in the use of board software.
Serve as the confidential administrative assistant to the Vice President.
Facilitate communication between the Vice President and key Advancement and College staff.
Represent the Vice President within the campus community and provide interpretation of division policies or viewpoints.
Assist in maintaining the Vice President's appointment calendar and lead on scheduling board engagements.
Receive visitors, phone calls, and mail, assess importance, and refer appropriately; handle other matters independently.
Prepare confidential correspondence, compose, prepare, and distribute general correspondence, external communications, budgets, minutes, reports, and other documents.
Prepare staff recruitment, hiring, and personnel forms for the Vice President’s signature.
Work with professional staff to prepare correspondence for the Vice President’s signature; review outgoing correspondence for grammar and spelling.
Support personal and bulk correspondence by organizing mailings, including creating mail merges and preparing correspondence across all media.
Establish and maintain accurate record-keeping systems.
Establish procedures for and interpret and apply administrative policies to the work of the unit.
Support the development of office policy and procedures; write established procedures and maintain office procedures manual.
Plan and organize projects with follow-through to completion.
Support internal and external meetings, including booking spaces, creating/disseminating agendas, taking minutes, and noting actions.
Provide back-up support for the Vice President’s work with donors and travel arrangements.
Supervise temporary and student staff.
Perform other duties as assigned.