Governance Coordinator

Vertex Education•Chandler, AZ

3d•Remote

About The Position

As the Governance Coordinator for Vertex Management Services, you will play a vital role in our mission of changing lives through education by acting as a rigorous workflow advocate for the Legacy Traditional Schools board. In this critical administrative position, you will combine process discipline with assertive lateral wrangling to ensure flawless compliance, precise meeting minutes, and the timely compilation of board materials. Acting as a gatekeeper, you will seamlessly extract critical presentation materials from busy department heads without relying on formal authority, while also managing VIP board member travel and logistical requests with a high-service, solutions-oriented approach. By firmly upholding submission deadlines and documentation standards—while maintaining an engaging and approachable spirit—you will prevent workflow bottlenecks, proactively flag regulatory anomalies, and keep the organization compliant without ever becoming inflexible to your cross-functional partners.

Requirements

Exceptional ability to gather critical deliverables from senior leaders and cross-functional teams without holding formal management authority.
Proven track record of enforcing submission deadlines and managing multi-departmental workflows to ensure on-time delivery of materials.
Meticulous attention to detail with experience drafting precise meeting minutes, maintaining strict version control, and auditing compliance documents.
Proficiency orchestrating virtual meeting facilitation platforms (Zoom, Microsoft Teams, Google Meet) for seamless, recorded, and compliant sessions.
Proficiency in enterprise document management and archiving systems, specifically Microsoft 365, SharePoint, and Google Workspace.

Nice To Haves

Bachelor’s degree in Business Administration, Legal Studies, Public Administration, or a related field.
Experience managing board governance workflows within education, charter schools, or heavily regulated public-sector environments.
Direct experience actively tracking state-level regulatory compliance requirements and proactively identifying policy discrepancies.
Expert-level proficiency designing automated task trackers, proactive reminders, and structured compliance workflows within Asana.
3+ years of experience in board administration, legal coordination, or high-level executive support involving complex documentation and VIP stakeholders.

Responsibilities

Coordinate end-to-end virtual and hybrid meeting coordination using Zoom, Teams, and Google Meet to ensure seamless access and technical uptime for all participants.
Send proactive reminders and technological troubleshooting instructions to participants and panelists to prevent live technical disruptions.
Compile, assemble, and publish draft and final board meeting packets within Microsoft 365, issuing addendums, as necessary, to maintain initial distribution deadlines.
Extract critical presentation materials from VMS directors through direct communication when automated digital reminders are ignored.
Enforce internal submission deadlines by utilizing Asana workflows and holding content owners accountable to their committed dates.
Review submitted deliverables from internal content owners to verify that all materials align with requested board agendas and formatting standards.
Draft highly accurate meeting minutes following complex or contentious board discussions, actively routing them for review prior to board final approval.
Maintain meticulous version control and organized folder structures across SharePoint and Google Workspace for all historical board archives and governance records.
Audit public-facing board documents on Legacy Traditional Schools' websites to detect potential regulatory anomalies.
Execute routine compliance submissions to state authorities via established Asana workflows, tracking deadlines to prevent delayed filings.
Triage incoming administrative requests, inquiries, and technical issues from Legacy Traditional Schools board members with urgency and a positive service disposition.
Book travel arrangements (currently through Navan) and process board member expense reimbursements, as needed.
Execute onboarding logistics for newly appointed board members, guiding them through system access, required compliance forms, and orientation schedules.
Maintain structured, engaging communication with board members to resolve day-to-day administrative hurdles and answer pending questions.