Executive Assist / Board Liaison

Centerstone • Nashville, TN

1d

About The Position

Provides high-level executive, operational, governance, communications, and project coordination support to a Centerstone CEO and Board of Directors. Serves as a key liaison with internal and external stakeholders, supports leadership and governance activities, manages complex administrative processes, and advances organizational priorities through coordination, documentation, follow-up, and communication.

The role provides executive administrative support, maintains schedules and records, coordinates meetings and travel, and supports board meetings and events. It prepares agendas, minutes, reports, presentations, and board materials; supports projects and executive-office processes; and maintains board records, directories, resources, and portal information. The position also supports board recruitment, orientation, and onboarding, and assists with executive-office fiscal review, budgeting, and expense and accounts payable/receivable processes.

For the Research Institute, the role tracks publications and presentations, coordinates research dissemination, and partners with project and department leaders to collect, compile, and distribute portfolio status reports and leadership review materials. Work may occur in office, clinical, residential, or community-based environments depending on the role and assignment. The position is classified as sedentary, with possible prolonged sitting, standing, walking, and computer use. Work hours may include evenings, weekends, holidays, or extended shifts based on program needs.

Requirements

• Bachelor’s degree in business administration, healthcare administration, public health, or a related field, or four years of relevant experience in lieu of the degree.
• Four years of experience supporting an executive-level position.
• Experience working in healthcare environments, with demonstrated experience coordinating complex projects or governance activities.
• Strong organizational and project management skills.
• Strong written, verbal, and interpersonal communication abilities.
• Ability to manage highly confidential and sensitive information.
• Knowledge of applicable regulatory guidelines and codes, agency policies and procedures, and federal and state laws.
• Proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, and Teams.
• Ability to create executive-level presentations, reports, and communication materials.

Nice To Haves

• Master’s degree preferred.
• Knowledge of healthcare, quality improvement, patient safety, research administration, or governance processes preferred.
• Project management and board liaison experience preferred.

Responsibilities

• Provide executive-level administrative support to an assigned executive, including maintaining records and schedules and screening visitors, phone calls, email, and physical mail.
• Maintain the executive’s calendar; schedule meetings; arrange meeting rooms, facilities, and accommodations; and make and confirm travel plans.
• Coordinate and attend board and workgroup meetings, coordinate communications about upcoming events, and provide support at board events such as the All Boards Conference.
• Prepare agendas and meeting minutes, collect reports for board meetings, prepare presentations, and ensure data and information are accurate.
• Maintain designated calendars and support projects by coordinating project plans.
• Build and maintain positive working relationships with the management team, Board of Directors Chair, Board Officers, Committee Chairs, and employees.
• Manage board and administrative records, including attendance, board meeting materials, resolutions, annual conflict-of-interest statements, the annual calendar of accountability, and other board actions.
• Work with the Board Secretary to execute documents on behalf of the board.
• Maintain assigned directories and resource guides, including board member information.
• Support board recruitment from initial contact through orientation and onboarding, working with the CEO, board officers and members, and prospective board members.
• Use the board portal to create and maintain information for board members and conduct training as appropriate; maintain and use systems that support efficient executive-office processes.
• Support executive-office fiscal review and budgeting; maintain expense reports and follow accounts payable and accounts receivable processes.
• For the Research Institute, track and maintain records of publications and presentations and coordinate dissemination of research findings with internal and external stakeholders.
• For the Research Institute, coordinate collection, compilation, and distribution of portfolio status reports and leadership review materials in partnership with project and department leaders.

Benefits

• Medical, dental, and vision health coverage
• Flexible Spending and Health Savings Accounts
• 403b retirement plan with company match
• Paid time off and ten paid holidays
• AD&D insurance, life insurance, and long-term disability insurance (company paid)
• Employee Resource Groups
• Continuing education opportunities
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level