Executive Assistant & Board Coordinator

Required Qualifications

• 5+ years of experience supporting a C-suite executive, preferably in healthcare, nonprofit, or mission-driven organizations.
• Demonstrated experience managing board operations and governance documentation.
• Exceptional calendar management skills with a track record of managing complex, multi-stakeholder scheduling.
• Proficiency in expense management tools and travel booking platforms.
• Advanced PowerPoint skills, with a portfolio of executive- and board-ready presentations that demonstrate design sensibility and the ability to simplify complex content.
• Experience building and maintaining digital document management systems, including folder architecture, version control, and records retention.
• Proficiency maintaining organizational charts and managing updates across a growing, multi-site organization.
• Experience coordinating company events and procuring branded merchandise, gifts, and recognition items.
• Strong written and verbal communication skills; able to draft polished correspondence and engage external stakeholders independently and professionally.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, SharePoint).
• Proven ability to maintain strict confidentiality with sensitive organizational, personnel, and strategic information.
• Self-starter who anticipates needs, flags issues early, and follows through without prompting.
• Comfortable managing relationships with senior external stakeholders — including executives, government officials, and tribal leaders — with poise and cultural competence.

Preferred Qualifications

Experience supporting executives in tribal health, federally qualified health centers, or healthcare environments.
Familiarity with board governance platforms (e.g., BoardEffect, Boardable, Diligent).
Experience with document management platforms (e.g., SharePoint, Notion, Google Workspace).
Experience in a multi-site or multi-state organization.

Key Responsibilities: Executive Support

Manage the CEO's complex and dynamic calendar, including scheduling across multiple time zones, resolving conflicts, and adequate preparation time before high-stakes meetings.
Draft, proofread, and prepare executive correspondence, briefings, presentations, and reports on behalf of the CEO.
Develop and design polished ensuring PowerPoint presentations for executive and board audiences, translating complex information into clear, visually compelling narratives.
Coordinate travel including flights, lodging, ground transportation, and detailed itineraries with contingency planning built in.
Process and reconcile expense reports, credit card statements, and reimbursements in a timely and accurate manner for the CEO, and provide expense management support to other members of the executive team as needed.
Screen and prioritize incoming communications, ensuring the CEO is informed of critical items while managing routine requests independently.
Prepare meeting materials, pre-read documents, and follow-up action items for all executive meetings.
Provide meeting coordination support to other executive team members on an as-needed basis, including scheduling, logistics, and materials preparation.
Maintain and update organizational charts, ensuring accuracy as the team grows and evolves.
Serve as a trusted sounding board and first point of contact for the executive office.

External Stakeholder Engagement

Serve as the primary point of contact for external parties — including tribal partners, government agencies, vendors, consultants, and community stakeholders — when coordinating meetings, site visits, or engagements on behalf of the CEO and executive team.
Initiate and manage outreach to external contacts to schedule and confirm meetings, ensuring all parties are informed, prepared, and logistically supported.
Coordinate and confirm travel arrangements for external guests and partners attending OTS events or leadership meetings.
Draft external-facing correspondence with professionalism and cultural sensitivity, reflecting OTS's values and the seriousness of its partnerships.
Anticipate and resolve scheduling conflicts or logistical issues with external parties proactively and graciously.

Board Operations & Governance Support

Coordinate all logistics for board meetings, including scheduling, venue or virtual platform setup, quorum tracking, and board member communications.
Prepare and distribute board meeting materials (agendas, board packets, resolutions, reports) in advance of all meetings, in accordance with governance timelines.
Support OTS General Counsel in maintaining board minutes and resolutions; manage approval workflows.
Maintain the board governance calendar (meetings, committee sessions, annual compliance deadlines).
Serve as the primary point of contact for board members — managing communication, travel coordination, and document requests with discretion.
Maintain a secure, organized repository for all board documentation, bylaws, conflict-of-interest disclosures, executed agreements, and governance records.
Support onboarding of new board members with orientation materials and logistics.

Document & Information Management

Own and maintain the executive office's digital file management system, ensuring all documents are organized, version-controlled, accessible to authorized personnel, and archived appropriately.
Establish and enforce naming conventions, folder structures, and document retention practices across executive and board functions.
Serve as the custodian of sensitive organizational records, executed contracts, and governance documents, maintaining strict access controls and confidentiality.
Maintain up-to-date organizational charts and distribute updated versions to relevant stakeholders as changes occur.

Office Coordination & Company Events (Boulder, CO — 2 to 3 Days/Week)

Serve as the on-site point of contact for the Boulder headquarters on designated in-office days.
Coordinate office logistics, vendor relationships, supply management, and facility needs.
Support in-person executive and leadership meetings with setup, materials, and hospitality.
Lead coordination of company-wide events, including all-staff gatherings, leadership retreats, team-building activities, and milestone celebrations by managing venue, logistics, communications, and vendor relationships end to end.
Manage procurement of branded swag, gifts, and recognition items for employees, board members, and external partners, including vendor sourcing, budget tracking, and timely delivery.
Serve as a culture carrier by creating a welcoming, organized, and professional environment for staff, partners, and visitors.