Non-profit Governance Coordinator

American Society of Clinical Oncology•Alexandria, VA

5d•Hybrid

About The Position

The Governance Coordinator provides consistent, streamlined operational, logistical, and administrative support for ASCO governing bodies, volunteer leaders and groups, and governance processes. The role coordinates meeting lifecycles and logistics for virtual, hybrid, and in-person meetings; supports governance documentation, records, elections, appointments, and annual meeting activities; and maintains the calendars and coordinates activities and travel for the four ASCO Presidents. The Coordinator works under the direction of senior staff and provides responsive service to volunteer leaders. This is a hybrid position based at ASCO headquarters in Alexandria, Virginia. The employee must reside in Washington, D.C., Maryland, or Virginia within 75 miles of headquarters, and is expected to work onsite approximately two to three days per week. The position is non-exempt and based on 37.5 hours per week. Occasional early mornings and evenings may be needed, and travel is approximately 5–12 days per year.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
One to three years of prior professional experience, or a combination of internship and professional experience.
Excellent communication skills, including the ability to clearly convey and receive information.
Excellent organizational skills and attention to detail.
Excellent interpersonal and customer service skills.
Ability to adjust priorities based on new information, manage competing priorities, and handle moderate stress.
Ability to act with integrity, professionalism, and confidentiality.
Experience with or willingness to learn Microsoft Office tools, Google Gemini, Smartsheet, Adobe Acrobat, Oracle, custom Board portals, and Zoom.
Ability to work occasional early mornings and evenings to support in-person meetings and logistics.
Ability to meet the stated physical requirements, including extended periods seated or standing at a desk, frequent use of computers and office technology, and lifting up to 25 pounds.

Nice To Haves

Nonprofit experience and/or experience supporting governance activities are highly desirable.

Responsibilities

Coordinate meeting lifecycles for volunteer Boards, committees, and workgroups, including onboarding, scheduling virtual and in-person meetings, issuing formal notices, tracking RSVPs, verifying attendance and quorum, preparing and posting advance materials, assisting with travel arrangements, and tracking post-meeting action items.
Arrange logistics for virtual, hybrid, and onsite meetings and provide responsive, high-touch service to volunteer leaders, including serving as an onsite point of contact.
Attend assigned volunteer meetings onsite, capture proceedings, track official motions and directives, and assist with corporate minutes and action items in accordance with bylaws, governance policies, and procedures under senior staff direction.
Maintain calendars for the four ASCO Presidents and coordinate their activities and travel, including coordination with their institutional administrative staff.
Assist the Nominating Committee and administer ASCO elections.
Support Annual Meeting activities, including coordinating schedules for the Presidents and ASCO Board Chairs, supporting Presidential Ambassadors, providing onsite support for the Opening Session, and assisting with special events as assigned.
Manage governance records in the CRM and Board Portal and develop and maintain working and archived governance documents, including rosters, calendars, committee descriptions, and Board participation records.
Assist with the annual appointment process for Conquer Cancer Directors, Officers, Committee Members, and Chairs.
Provide assistance to Governance team members as needed.