Executive Assistant and Board Liasion

Caritas Family Solutions•Belleville, IL

8h•$70,000 - $80,000•Onsite

About The Position

Welcome to your opportunity to change the world! If you have a servant's heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better. If you are kind, patient, and ready to make a difference, we would love to meet you. Full-time employees are offered competitive benefits including: Generous Paid Time Off Paid Training and Professional Development Medical, Dental, and Vision Insurance Company-Paid Life Insurance 403(b) Retirement Plan with 5% Employer Contribution Tuition Reimbursement Employee Assistance Program Opportunities for Growth and Advancement We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed.

Requirements

Associate's degree
Minimum five (5) years of progressively responsible experience in Board governance administration, executive operations, project management, program leadership, or related functions.
Minimum three (3) years working directly with Board Officers, Committee Chairs, executive leadership, or C-suite leaders.
Experience leading cross-functional projects, organizational change efforts, systems implementations, or other strategic initiatives with measurable outcomes.
Demonstrated ability to read, analyze, and interpret governance documents, reports, policies, bylaws, and board-related materials.
Strong written and verbal communication skills, including drafting correspondence, agendas, reports, presentations, meeting minutes, and decision-ready materials.
Ability to gather, organize, evaluate, and present information accurately while maintaining attention to detail, confidentiality, and sound judgment.
Strong organizational, analytical, and time management skills with the ability to manage multiple priorities and meet strict deadlines.
Ability to build and maintain professional relationships with Board members, executive leadership, committee chairs, community stakeholders, and staff at all levels of the organization.
Demonstrated interpersonal, facilitation, collaboration, customer service, and communication skills.
Ability to exercise diplomacy, professionalism, discretion, and responsiveness while coordinating complex activities and addressing competing priorities.
Ability to analyze complex governance, operational, and organizational issues; evaluate alternatives; develop recommendations; and implement effective solutions.
Skilled in project coordination, strategic planning support, process improvement, systems analysis, and managing initiatives with multiple stakeholders.
Ability to make sound decisions under pressure while considering organizational risk, compliance requirements, operational impact, and strategic objectives.
Ability to effectively manage executive and Board schedules, organizational records, meeting logistics, project timelines, action item tracking, and competing priorities.
Skilled in coordinating resources, maintaining accurate documentation, and ensuring timely completion of assignments and deliverables.
Knowledge of board governance processes, project management methodologies, records management, quality assurance practices, business process documentation, and organizational reporting.
Ability to utilize technology to improve workflows, support strategic initiatives, and maintain effective governance operations.
Proficient Computer Skills In: Excel, Outlook, PowerPoint, Word, Project Management Tools, Microsoft Teams, SharePoint
Access to reliable transportation: Required
Proof of continued insurance: Required
Valid driver’s license: Required

Nice To Haves

Bachelor's degree or higher in Business Administration, Public Administration, Nonprofit Management, Organizational Leadership, Communications, or a related field.
Nonprofit corporate governance, Board operations, fiduciary responsibilities, and committee administration.
Bylaws, delegation of authority frameworks, governance policies, and strategic planning processes.
Parliamentary procedure, meeting facilitation, agenda management, and minutes preparation.
Records management, information governance, document retention, and Board portal administration.
Legal, compliance, confidentiality, conflict of interest, and risk management practices.
Privacy standards, sensitive information handling, and HIPAA-related safeguards.
Executive decision support, strategic communications, performance metrics, and organizational reporting.
Administrative procedures, office systems, records management, and business correspondence.
Experience supporting or serving nonprofit Boards of Directors.
Experience within nonprofit or mission-driven organizations.
Project Management Professional (PMP)
Change Management Certification (Prosci or equivalent)
Lean Six Sigma Green Belt or Black Belt
Board governance training (BoardSource or equivalent)
Expert Computer Skills In: Outlook, PowerPoint, Word, SharePoint, Microsoft Teams
Access to a reliable automobile: preferred

Responsibilities

Coordinate and facilitate Board of Directors, committee, and affiliate governance activities.
Serve as primary liaison between Board members and executive leadership.
Manage Board calendars, meeting logistics, agendas, packets, minutes, and official records.
Maintain Board governance documentation including bylaws, charters, delegation authorities, and organizational records.
Track Board action items, governance metrics, compliance requirements, and committee directives.
Support Board member orientation, education, assessments, and ongoing engagement activities.
Lead and coordinate enterprise-wide projects, organizational change initiatives, systems implementations, mergers, and process improvements.
Develop executive and Board-level reporting, presentations, decision materials, and strategic analyses.
Coordinate internal and external stakeholders including legal counsel, finance, human resources, information technology, program leadership, and consultants.
Manage litigation-related information requests and records coordination.
Provide executive administrative support including calendar management, correspondence, scheduling, travel arrangements, expense reporting, and meeting coordination.
Maintain confidential files, records, and communications while exercising discretion and professional judgment.
Perform additional duties as assigned.