Executive Office Administrator

CODAC Health, Recovery & Wellness•Tucson, AZ

9h•$50,000 - $60,000

About The Position

This position provides high-level, confidential executive support to the President/CEO and Executive Leadership team. In collaboration with the team, this role manages special projects to further the strategic goals of the organization. As the Board Administrator, this role plans, organizes and executes all board and committee functions to fulfill the board’s governance obligations and is the primary point of contact for the Board of Directors.

Requirements

Bachelor's degree in Business Administration, Management, Organizational Management or related field, preferred
Five (5) years of administrative experience
Valid Arizona Driver’s license, proof of current insurance and willingness to use personal vehicle. Driver’s license is an essential requirement for performing duties for this position.
Clean Motor Vehicle Record - no more than 2 moving violations or a license suspension in past 3 years.

Nice To Haves

Bilingual skills a plus.

Responsibilities

Proactively manage President/CEO’s obligations to the Board of Directors, staff, and stakeholders.
Manage the President/CEO’s calendar, scheduling internal and external meetings with multiple attendees and other senior leaders.
Support President/CEO's research and communications (presentations and special projects) to the Board of Directors.
Manage the logistics for several internal and external committee meetings and provide necessary background information as well as develop or coordinate advance meeting materials. Take accurate minutes, disseminate meeting material, and track follow up items.
Lead the development and execution of special projects in collaboration with Executive Leadership and Leadership Council.
Manage request for assistance and information from stakeholders, members, and participants, staff and the public in a manner that reflects positively on the agency.
Provide assistance/support to members of Executive Leadership.
Provide back up support to other Executive Assistants as needed.
Perform other related activities in accordance with agency growth and changes
In collaboration with the Board Chair and President/CEO, develop board and committee meeting agendas, schedules and the annual board calendar.
Prepare and edit board and committee meeting materials (including board reports, PowerPoint presentations, and action item updates).
Write, distribute, and archive accurate board and committee meeting minutes to establish the legal history of the organization. Ensure that board and committee work follows the annual calendar to fulfill governance responsibilities.
Draft board motions, notices, and resolutions in conjunction with the President/CEO and Board Chair.
Monitor board compliance with the organization’s bylaws. Support the overall execution of board governance which includes reviewing committee charters, administering annual performance evaluations and reviewing policies.
In collaboration with the Executive and Governance Committee and President/CEO, identify gaps in expertise to inform board recruitment. Help build and maintain a list of board recruitment targets and research potential board members.
Coordinate orientation for new board members.
Maintain regular contact and relationships with board members and past directors.
Draft and send regular board communications regarding CODAC news, progress towards goals, upcoming meetings, and events.