Board Support Coordinator

We are seeking a Board Support Coordinator to provide relational and administrative support to the Board of Trustees through the Office of the General Counsel. As a Board Support Coordinator, you will Shine Hope as you serve through providing administrative and project support for the development and maintenance of mechanisms that support communications with the Board of Trustees. Join our team and shine hope in the lives of others!

What you'll do:

• Manage tasks and projects assigned by the Board Administrator and Director-Legal Department.
• Coordinate meetings for the Buckner Board of Trustees and its subsidiaries including but not limited to arranging meeting space, meals, transportation, sending invitations, assist with preparing agendas, board meeting calendars for the year and uploading documents to the e-tool, coordinating travel and lodging.
• Proficiently administer the on-line Board support tool and act in a super-user technical capacity to understand the capabilities and limitations of the tool as well as how to optimize its use for the development and upkeep of an e-Board Resource library in support of the Trustees.
• Proficiently negotiate and work with hotels and other vendors to facilitate arrangements for events as assigned. Secure contracts with vendors for services and lodging. Oversee performance of vendors in accordance with the contracted terms for service. Resolve issues immediately. Manage accounting matters related to contracted vendors.
• Attend meetings at various geographic locations to assist with location and event needs. Travel domestically and international as needed and requested to support the organization.
• Perform assignments, projects, and other duties as requested. Perform general office tasks as required.
• Work successfully as part of the Board support and administration and Legal team with responsibility for maintaining working relationships with co-workers and maintaining the utmost level of confidentiality and professionalism.
• Provide telecommunications support including answering phones, taking messages, and timely and accurately routing messages and requests to the appropriate person. Accurately identify high priority callers and take immediate action to inform the department Board Administrator and Director and/or attorneys as necessary to properly manage routing of the caller and/or message to the appropriate individual.
• Meet regularly and as requested for staff meetings and Board experience and planning meetings.
• Timely and accurately submit hotel and travel invoices.
• Timely and accurately process Trustee reimbursement expenses and file in appropriate folders.

What you’ll bring:

• Requires the ability to maintain confidentiality.
• Requires in-depth understanding of business principles related to project management, office administration, and accounting as evidenced by the attainment of a Associates Degree in Business Administration or a related field of study.
  • Alternatively, requires a High School Diploma (or G.E.D.) plus a minimum of 5 years prior related experience.
• Requires a minimum of 5 years supporting C-suite personnel; prior related experience supporting a Board of Directors or Trustees required.
• Requires proficient understanding of project management, process design and procedures development and continuous improvement. Requires proficient ability to define problems, collect data, establish facts, and draw conclusions dealing with abstract variables.
• Proficient working knowledge and ability to accurately and timely operate and perform computer related tasks with specific equipment and software applications, including Boad Management Software, Microsoft Word, Excel, Access, Power Point, and Outlook, required. Ability to perform tasks using accounting software or other systems required.
• Requires ability to effectively negotiate contracts with vendors.
• Requires proficient ability to speak, read and write English.
• Requires a strong sense of diplomacy and demonstrated success in developing strong collaborative relationships with organizational peers and outside colleagues. Requires ability to relate positively, influentially, and sensitively to a broad spectrum of persons in a variety of multi-tiered relationships and settings. Requires problem-solving skills.
• Requires recognized ability to meet multiple deadlines by maintaining a high level of organization.
• Requires the jobholder to work nights and weekends as needed to meet business needs.
• Ability to use up to 20 pounds of force occasionally, and /or up to 20 pounds of force frequently, and /or up to 10 pounds of force continuously to move objects.
• Ability to stand, walk, stand and sit, sometimes for prolonged periods of time.
• Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner’s insurance policy. Must be age 21 or older to drive on behalf of Buckner.
• Requires ability to travel to various geographic locations, both domestic and international, with some overnight stays. Requires ability to obtain and maintain the necessary documentation to travel internationally.
• Requires ability to speak clearly and make self understood in face-to face interactions; to articulate with extreme accuracy and precisions to give directions speak on the phone, etc.
• Requires ability to communicate effectively orally and in writing.
• Requires ability to establish and maintain effective working relationships with staff, trustees, vendors, residents, families, agency representatives, etc.
• Requires ability to effectively work under pressure and remain flexible as priorities change; ability to effectively communicate orally and in writing and speak in front of groups.
• Requires ability to work under minimal supervision; exercise sound judgment and confidentiality.
• Requires recognition that the organization is a faith-based organization operating with a commitment to Christian principles.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.