Director of Executive Operations and Board Relations

The Children's Institute of Pittsburgh•Pittsburgh, PA

3d•Onsite

About The Position

The Director of Executive Operations and Board Relations provides confidential administrative support to the President & CEO, the Board of Directors and its Committees, and the senior leadership team, while serving as a liaison among the CEO, Executive Team, and staff across all levels of The Children’s Institute (CI). Acting as a trusted partner to the CEO and corporate leadership team, this role delivers high-level support in strategic initiatives, governance, and executive office operations. Responsibilities include managing board and committee activities, maintaining corporate records, and coordinating governance frameworks. The position also oversees executive office operations, manages complex schedules, prepares materials, and fosters relationships with stakeholders. With discretion and professionalism, the Director of Executive Operations and Board Relations handles sensitive information, supports special projects, and represents the President & CEO in various capacities, contributing to organizational efficiency, effectiveness, and achievement of key objectives.

Requirements

Bachelor’s degree in business administration, nonprofit management, communications, or related field.
5–7 years of progressive experience in project coordination, program management, or executive support—preferably in a nonprofit, healthcare, or education setting.
Proven ability to manage multiple complex projects with competing deadlines.
Excellent written and verbal communication skills.
Demonstrated discretion with confidential and sensitive information.
Strong proficiency with Microsoft 365.
Clearances Required: Act 73 FBI, Act 34 Criminal and Act 33 Child Abuse

Nice To Haves

Certified Administrative Professional (CAP) for administrative excellence, Project Management Professional (PMP) or CAPM for project coordination, Governance Professional Certification for board-related responsibilities.
Proficiency credentials such as Microsoft Office Specialist (MOS) are also valued.
Additionally, the ability to serve as a Notary Public in Pennsylvania or willingness to obtain this designation upon hire is strongly preferred.

Responsibilities

Executive and Strategic Support Deliver professional and executive-level support to the CEO, including managing a complex calendar, prioritizing conflicting needs, and coordinating travel and expense reporting.
Work closely with the CEO on strategic project planning and implementation, often in confidential and sensitive situations.
Governance and Board Relations Serve as the primary liaison between the CEO and Board members, fostering effective communication and relationships.
Act as the unofficial secretary for the Board of Directors, staffing all Board and committee meetings.
Prepare agendas, coordinate board materials, draft reports, and produce accurate meeting minutes to establish the organization’s legal history.
Executive Office Management Manage the executive office as the primary point of contact for the CEO, handling sensitive information with discretion and integrity.
Organize meetings and events, including logistics, hospitality, technology tools, and follow-up actions.
Stakeholder and Relationship Management Act as an ambassador for The Children’s Institute, creating and maintaining a positive image of the CEO’s office.
Build and cultivate effective relationships across the organization and with external stakeholders, including community members, donors, and partner agencies.
Administrative and Logistical Support Compose routine correspondence and prepare reports with minimal supervision.
Manage phone calls, voicemails, and mail; ensure timely responses and appropriate distribution.