Executive Board Coordinator

Donor Network West’s mission is to save and heal lives through organ and tissue donation for transplantation and research.

At Donor Network West, we're looking for people who embody our core values: passion, excellence, equity and inclusion, and relationships. We welcome diverse perspectives and foster an environment of collaboration and service.

POSITION SUMMARY

The Executive Board Coordinator is an integral part of the DNWest’s mission and operations. The Executive Board Coordinator will facilitate the efficient and effective functioning of the DNWest Board of Directors by providing administrative and clerical support to the Board. The Executive Board Coordinator will ensure that the Board’s decision-making processes are followed and that the Board’s goals and objectives are met. The Secretary of the Board will report to the CEO of the organization and plays a vital role in ensuring effective communication and coordination between board members, executives, and other stakeholders. They are responsible for managing DNWest and DNWest Foundation, board committee’s documents, board members, board retreats, minutes, distribution of board materials, and maintenance of a board document system.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Board Meeting Management: Schedule and prepare invitations for board meetings. Create agendas according to the organization’s bylaws and distribute them to members along with any supporting documentation. Maintain Board policy and procedures manual.
• Meeting Minutes: Accurately record and maintain meeting minutes for each board meeting. Ensure that minutes are distributed to board members in a timely manner.
• Board Document System: Establish and maintain a comprehensive system for organizing and archiving board-related documents. This includes maintaining an up-to-date repository of bylaws, policies, meeting minutes, resolutions, and other relevant materials. Prepare and distribute Board communication materials, such as notices of meetings, reports, and resolutions.
• Board Retreats: Assist in planning and organizing board retreats. Coordinate logistics, prepare materials, and ensure smooth execution of retreat activities.
• Board Member Support: Provide administrative support to board members as needed. This may include scheduling meetings, coordinating travel arrangements, preparing expense reports, and assisting with other tasks as required.
• Communication Liaison: Serve as a primary point of contact for board-related communications. Facilitate communication between board members, executives, staff, and external stakeholders.
• Assist the CEO in preparing monthly updates to the board and coordinate one on one meetings with board members as requested by the CEO
• Assist Board members with the development of strategies to achieve organizational goals.
• Monitor and report on Board activities, progress, and changes.
• Assist CEO and Staff to prepare Board reports and presentations as required.
• Facilitate the orientation of new Board members.
• Facilitate the selection and nomination process for Board members.
• Organize and maintain a filing system for Board documents. Maintain Zeck, board management system.

QUALIFICATIONS

• Strong organizational skills, attention to detail and time management skills.
• Excellent written and verbal communication skills.
• Must be tech savvy and proficient with Microsoft Office Suite and other computer applications.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.
• Professionalism with Board members and staff.

EDUCATION AND EXPERIENCE

• Required: Bachelor’s degree in Business Administration, Public Administration, or related field.
• Required: Familiarity with non-profit governance practices.
• Preferred: Knowledge of relevant legal requirements and regulations.
• Preferred: Experience with Zeck, Board management system. Will be required to learn and use system upon hire.
• Required: At least two years of experience working in a similar role.

Provided compensation data is subject to change based on location and work status. Salary data provided by third party sites do not accurately reflect our pay structure.