Board Services Coordinator

Central Florida Expressway Authority•Orlando, FL

94d

About The Position

Maintains calendar, schedules, appointments and meetings as requested. Provides administrative support to the Manager of Board Services and the Executive Team. Assist in efficiently coordinating board and all committee meetings. Manage all meeting logistics, including developing board and committee agendas, meeting documentation and calendars, timely preparation and distribution of agendas, notifications, and advance meeting materials. Maintain online Board and committee calendars. Serve as backup recording secretary for board and committee meetings. Prepare and maintain meeting minutes, bylaws, policies and documents of the board and its committees in a timely manner. Assist in transcribing and preparing written reports and formal minutes from meetings. Communicate all decisions, actions, directives, and important information following board and committee meetings for the appropriate individuals. Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner. Assist in maintaining the Board Member’s Roster. Manage all logistics, including travel arrangements, room bookings, and meals for Board and Committee Members. Manage the process for members of the public to appear at Board and committee meetings. Assist in administering and updating the board information portal to ensure transparency of board policies, activities and decisions. Assist in coordinating orientation for new board and committee members and ongoing education for all board members in understanding their roles and responsibilities. Ensure board and committee members’ travel reimbursement claims are submitted for processing. Manage internal and external correspondence and inquiries relating to the board and committees, including sensitive information. Assists with Front Desk duties and responsibilities which include mail and directing traffic during various headquarter building meetings. Acts as the Records Coordinator ensuring proper record retention processes are maintained. Run errands as needed. Conducts research, data collection and analysis of information for use in reports, presentations, and meetings. Proofreads and edits complex reports and documents. Respond to general email and phone inquiries. Performs other related duties as assigned.

Requirements

Customer service driven.
Ability to multitask in a fast-paced environment.
Extensive demonstrated skills in MS Word, Excel and PowerPoint and Adobe.
Excellent, grammar, spelling and composition of correspondence.
Demonstrated ability to organize, plan and produce.
Excellent interpersonal skills along with a proven ability to work independently, under pressure and with deadlines.
Demonstrate practical applications and exercise independent/sound judgment.
Must be analytical, detail-oriented, flexible and have outstanding communication (written and verbal) skills with ability to coordinate several activities at once, quickly analyze, resolve specific problems and cope with deadlines.
Works well independently
AA degree or equivalent work experience and at least six years of administrative experience supporting senior leadership.

Nice To Haves

Experience supporting a Board of Directors a plus.

Responsibilities

Maintains calendar, schedules, appointments and meetings as requested.
Provides administrative support to the Manager of Board Services and the Executive Team.
Assist in efficiently coordinating board and all committee meetings.
Manage all meeting logistics, including developing board and committee agendas, meeting documentation and calendars, timely preparation and distribution of agendas, notifications, and advance meeting materials.
Maintain online Board and committee calendars.
Serve as backup recording secretary for board and committee meetings.
Prepare and maintain meeting minutes, bylaws, policies and documents of the board and its committees in a timely manner.
Assist in transcribing and preparing written reports and formal minutes from meetings.
Communicate all decisions, actions, directives, and important information following board and committee meetings for the appropriate individuals.
Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner.
Assist in maintaining the Board Member’s Roster.
Manage all logistics, including travel arrangements, room bookings, and meals for Board and Committee Members.
Manage the process for members of the public to appear at Board and committee meetings.
Assist in administering and updating the board information portal to ensure transparency of board policies, activities and decisions.
Assist in coordinating orientation for new board and committee members and ongoing education for all board members in understanding their roles and responsibilities.
Ensure board and committee members’ travel reimbursement claims are submitted for processing.
Manage internal and external correspondence and inquiries relating to the board and committees, including sensitive information.
Assists with Front Desk duties and responsibilities which include mail and directing traffic during various headquarter building meetings.
Acts as the Records Coordinator ensuring proper record retention processes are maintained.
Run errands as needed.
Conducts research, data collection and analysis of information for use in reports, presentations, and meetings.
Proofreads and edits complex reports and documents.
Respond to general email and phone inquiries.
Performs other related duties as assigned.