Executive & Board Assistant Job at Al-Anon Family Group Headquarters, Inc. in Vi

Overview

Job Brief: Serves as a strategic partner to the Executive Director (ED), providing high-level administrative, governance, and operational support and being responsible for coordinating executive priorities, managing complex scheduling, facilitating board governance processes, and leading cross-functional projects. Ensures the ED is well-prepared for all engagements and that governance operations run smoothly, professionally, confidentially, and in compliance with organizational policies.

Specific Duties & Responsibilities

• Acts as thought partner to the Executive Director (ED), helping assess priorities, allocate leadership attention, and drive progress on key initiatives.
• Facilitate and lead weekly (or more frequent) prioritization meetings with the ED (and Directors as necessary), ensuring timely execution of action items and preparedness for all engagements.
• Manage complex calendar and scheduling demands, balancing internal and external priorities, anticipating and proactively resolving conflicts.

Executive Support & Communication

• Draft, edit, and manage sensitive internal and external communication on behalf of the ED, including member and strategic correspondence, reports, and presentations.
• Represent the ED in interactions with Board and Executive Committee members, senior Staff, and external stakeholders, maintaining professionalism and confidentiality.
• Oversee travel planning, expense tracking, and logistical coordination for executive engagements.

Board Governance & Coordination

• Lead the planning and execution of Board and Executive Committee meetings, including agenda development, documentation, and follow-up on resolutions.
• Manage governance processes such as quarterly board evaluations, quarterly Chairperson of the Board communications, committee guidelines reviews, and advisory member selections.
• Ensure compliance with bylaws and governance policies, maintaining accurate records and facilitating onboarding for new board members.

Governance Systems & Compliance

• Administer secure document management systems for governance materials, ensuring streamlined access and archival integrity.
• Maintain up-to-date records of board membership, terms, and committee assignments, and coordinate updates with organizational databases.
• Manage relevant online board communities and communication platforms (e.g., AFG Connects Board of Trustees, Executive Committee, and WSO Volunteers and Staff Managers communities), ensuring timely updates and engagement.

Project Management & Event Coordination

• Lead cross-functional projects, such as the preparation, translation, and publication of the WSO Annual Report.
• Coordinate logistics for board development events, retreats, and structure-wide meetings (e.g., Road Trip!), including vendor liaison and team coordination.
• Support technical facilitation of virtual and hybrid events in collaboration with WSO tech team.

Administrative Oversight & Team Coordination

• Coordinates an administrative staff team to support onsite WSO-hosted events including celebrations and meetings such as Global Gatherings, Board week, and committee meetings.
• Provides administrative oversight of office assistants, including performance tracking and professional development.
• Guides administrative staff responsible for recording and archiving committee meetings, ensuring consistency, quality and timely archival storage.
• Contributes to organizational effectiveness through process improvement and operational support.
• Other duties as assigned.
• Advanced organizational and prioritization skills, with the ability to manage multiple high-stakes tasks simultaneously with a sense of urgency and thoroughness while maintaining composure.
• Expert-level written and verbal communication skills in English, including drafting strategic correspondence and reports.
• Strong knowledge of governance practices, including Roberts’ Rules of Order and board operations.
• Proven ability to maintain a high level of discretion and confidentiality when exposed to restricted information including confidential executive and board communications.
• Project management expertise, with proficiency in tools like Asana, Monday.com, or similar platforms.
• Demonstrated ability to take initiative, anticipate needs, and exercise independent judgement to solve problems.
• Strong interpersonal skills, with the ability to build trust and collaborate with senior staff, board members, and external stakeholders.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and virtual meeting platforms (Zoom, WebEx).
• Demonstrated experience in managing complex calendars with high attention to detail and understanding of prioritization.
• Experience managing document repositories (e.g., OneDrive, Dropbox) and online governance platforms (e.g., Higher Logic, Discourse).
• Experience using Travel & Expense software (e.g., Concur, Egencia).

Education & Experience

• Bachelor’s degree in business administration, public administration, communications, or a related field or Certified Administrative Professional (CAP) or equivalent credential.
• Minimum of 5 years of experience supporting senior executives and board-level leadership, preferably in a nonprofit or mission-driven organization.

Preferred Qualifications

• Bilingual fluency in Spanish, with the ability to communicate professionally across languages.
• Experience in nonprofit governance, including board onboarding, evaluation processes, and committee coordination.
• Event planning and logistics experience, especially for board retreats, national meetings, and hybrid events.
• Supervisory experience, including performance management and mentoring of administrative staff.
• Familiarity with nonprofit compliance and reporting, including annual reports and strategic communications.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Business Development and Sales
• Industries
• Mental Health Care

Note: This refined description excludes extraneous postings and site notices and retains the core responsibilities and qualifications of the role.