Executive Administration & Board Relations Specialist

American Optometric Association•St. Louis, MO

5h•Hybrid

About The Position

This position is based out of our main office in St. Louis, Missouri, but it is eligible for a hybrid schedule (up to 2 remote workdays per week) in accordance with AOA's telecommuting policy. If you excel at leadership support, communication, and thoughtful organization, you’ll thrive as the Executive Administration & Board Relations Specialist—serving as the central hub that supports leadership engagement and drives smooth executive operations. PURPOSE As the Executive Administration & Board Relations Specialist, you will serve as a primary administrative and operational partner to the AOA Board of Trustees and the Executive Office. In this role, you will facilitate communication, maintain key records, and coordinate essential meetings and events. Your work will help strengthen Board engagement, support organizational priorities, and ensure smooth, well executed administrative and governance operations.

Requirements

At least 3 years of executive‑level administrative or Board support experience, preferably in a nonprofit or professional association.
Strong communicator and relationship builder who supports leaders with a high level of professionalism.
Proven ability to coordinate events or meeting logistics—from scheduling, making travel arrangements and preparing materials to facilitating follow-up tasks.
Experience handling confidential information and facilitating communication across diverse stakeholders.
Detail-driven and organized professional who anticipates needs, helps reduce gaps and keeps processes running smoothly.
Adept at maintaining accurate records and documentation across multiple platforms and ensuring information is accessible and up‑to‑date.
Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, SharePoint).

Nice To Haves

Familiarity with virtual meeting platforms preferred.

Responsibilities

Serve as the central administrative contact for the Board of Trustees, supporting governance activities and communication.
Manage schedules, agendas, meeting materials, virtual platforms, logistics, and follow‑up for approximately 200 Board and committee engagements annually.
Maintain official Board records and governance documents using SharePoint and approved systems.
Provide high-level administrative support to the Chief Operating Officer and Executive Office leadership, including calendar management, correspondence, and information flow.
Prepare executive level reports, presentations, and Board briefing materials.
Handle confidential and sensitive information with discretion.
Coordinate Board travel, lodging, registration, and on‑site logistics in partnership with Meetings staff and internal stakeholders.
Manage expense processing, reimbursements, and credit card reconciliations for Board and Executive Office leadership.
Support Board‑aligned events at Optometry’s Meeting, including board meetings, House of Delegates support, and leadership functions.
Assist with governance operations, leadership committee administration, and appointment processes.
Support recognition and awards programs, including committee coordination and event logistics.
Maintain Board‑related content on SharePoint and the AOA website.