Executive Administrator - Board Liaison

SUMMARY The Executive Administrator/Board Liaison, Office of the President & CEO provides high-level, confidential executive, governance, strategic, and administrative support to the President & CEO and serves as a central coordination point for the Office of the CEO. This position manages the effective operation of the President & CEOs office; facilitates communication and coordination among the President & CEO, Executive Leadership Team, Board of Directors, Volunteers of America National, and key internal and external stakeholders; supports organizational governance and strategic plan execution; and oversees the operations of Volunteers of America Michigans Statewide Administrative Office. The Manager is responsible for ensuring that priorities, decisions, commitments, projects, and critical deadlines involving the Office of the President & CEO are effectively coordinated, tracked, and completed. The position requires exceptional judgment, discretion, organizational ability, initiative, and the ability to work effectively with senior leaders, Board members, community partners, and other stakeholders. ESSENTIAL JOB FUNCTIONS Office of the President & CEO Manage the day-to-day operations of the Office of the President & CEO and ensure the CEOs time and attention are aligned with organizational priorities. Provide high-level administrative and executive support to the President & CEO, including confidential correspondence, reports, presentations, meeting preparation, and other executive-level responsibilities. Manage and strategically coordinate the President & CEOs calendar, including prioritizing meeting requests, resolving scheduling conflicts, and ensuring appropriate time is reserved for organizational priorities. Ensure the President & CEO is prepared for meetings by coordinating agendas, briefing materials, background information, presentations, talking points, and other necessary materials. Manage sensitive and confidential information, including personnel, legal, governance, financial, strategic, and organizational information, with the highest level of discretion. Coordinate and manage executive travel, including airfare, lodging, ground transportation, itineraries, and related arrangements. Monitor time-sensitive requests, documents, approvals, correspondence, and deliverables requiring action by the President & CEO. Prioritize competing demands and proactively identify matters requiring the President & CEOs attention. Coordinate timely responses and follow-up on behalf of the President & CEO. Respond to internal and external inquiries on behalf of the President & CEO when appropriate and authorized. Coordinate meetings and communication with key external stakeholders, including community partners, funders, government officials, business leaders, Volunteers of America National, and other organizational partners. Maintain effective systems for organizing CEO records, correspondence, commitments, meeting materials, and other critical information. Executive Leadership & Organizational Coordination Coordinate Executive Leadership Team meetings, including development of agendas, preparation and distribution of materials, documentation of key decisions and action items, and follow-up. Maintain systems for tracking commitments, decisions, deadlines, and deliverables originating from the President & CEO, Executive Leadership Team, and Board of Directors. Follow up with organizational leaders regarding assignments, information requests, and commitments made to the President & CEO. Coordinate cross-functional initiatives and special projects assigned by the President & CEO. Identify approaching deadlines, unresolved issues, competing priorities, and matters requiring escalation or CEO attention. Facilitate effective communication and information flow between the President & CEO and organizational leadership. Assist in coordinating leadership retreats, strategic planning sessions, town halls, executive meetings, and other organization-wide leadership activities. Support the preparation of executive reports, presentations, organizational updates, and other materials required by the President & CEO. Strategic Plan & Organizational Priorities Support the President & CEO in the development, implementation, and ongoing management of the organizations strategic plan. Maintain the process and systems used to monitor strategic plan goals, objectives, milestones, and performance measures. Coordinate periodic strategic plan updates from responsible leaders and departments. Track progress toward organizational strategic priorities and identify overdue, delayed, or at-risk deliverables. Coordinate preparation of strategic plan progress reports and dashboards for the President & CEO, Executive Leadership Team, and Board of Directors. Assist the President & CEO with special initiatives and organizational priorities that cross departmental or functional areas. Support organizational planning processes and ensure appropriate follow-through on decisions and commitments. Board Governance & Relations Serve as the primary administrative liaison between the Board of Directors, Board Chair, President & CEO, and Executive Leadership Team. Provide primary staff support to the Board Governance Committee and other Board committees as assigned. Coordinate all Board of Directors and Board Committee meetings, including scheduling, agendas, meeting notices, reports, presentations, Board packets, meeting materials, meals, technology, and other logistical requirements. Attend Board and Committee meetings and provide administrative and logistical support. Prepare accurate and timely minutes for Board and Committee meetings and maintain official governance records. Maintain the annual Board and Committee governance calendar. Maintain Board rosters, officer positions, committee assignments, terms of service, attendance records, and other governance information. Maintain official Board governance documents, including bylaws, Board policies, resolutions, minutes, committee records, and other corporate governance records. Coordinate Board member orientation and onboarding in partnership with the President & CEO and Board leadership. Coordinate annual conflict-of-interest disclosures and other required Board governance documentation. Track Board decisions, directives, and action items and coordinate appropriate organizational follow-up. Assist the Board Chair with coordination of the annual President & CEO performance evaluation. Support Board self-assessment, governance review, Board development, and other governance processes as requested. Coordinate Board retreats, educational sessions, strategic planning activities, and special meetings. VOA Chartering & Corporate Governance Coordinate and maintain compliance with Volunteers of America chartering requirements. Ensure timely preparation, collection, approval, and submission of required chartering documents. Maintain organized records supporting VOA chartering and governance requirements. Coordinate with Volunteers of America National regarding chartering, governance, and related organizational requirements. Monitor chartering deadlines and proactively communicate requirements to responsible organizational leaders. Maintain corporate records and governance documentation in accordance with organizational policies and applicable requirements. Project Management & Special Initiatives Develop and operationalize project plans for initiatives assigned by the President & CEO. Establish timelines, milestones, responsibilities, deliverables, and tracking mechanisms for assigned projects. Coordinate work across departments and organizational leaders to support successful completion of CEO-sponsored initiatives. Monitor project progress and identify risks, barriers, delays, or decisions requiring executive attention. Provide regular project status updates to the President & CEO. Ensure assigned projects and responsibilities are completed accurately, efficiently, and within established timelines. Support implementation of organizational changes and special initiatives originating from the Office of the President & CEO. Statewide Administrative Office Management Oversee the day-to-day operations of VOAMIs Statewide Administrative Office. Supervise assigned administrative office staff, including work assignment, coaching, performance management, scheduling, and professional development. Ensure effective administrative support and office coverage. Coordinate office procedures, administrative systems, supplies, equipment, furnishings, and other operational needs. Coordinate facilities-related matters affecting the Statewide Administrative Office in partnership with appropriate organizational departments and vendors. Research and coordinate acquisition of office furnishings, equipment, and administrative resources as needed. Maintain organized corporate and administrative records. Coordinate vendors and service providers supporting administrative office operations as assigned. Monitor office and administrative expenditures and support budget management, purchasing, invoice processing, and expense documentation as assigned. Identify opportunities to improve administrative processes, efficiency, communication, and workflow. Executive Events & Organizational Support Coordinate executive-level meetings, Board retreats, leadership retreats, strategic planning sessions, stakeholder meetings, and other events sponsored by the Office of the President & CEO. Manage event logistics, schedules, materials, communications, vendors, technology, and other requirements. Coordinate and communicate with internal departments and external partners to ensure successful execution of executive and governance events. Additional Responsibilities Maintain compliance with all VOAMI policies, procedures, standards, and applicable regulatory requirements. Demonstrate and promote VOAMIs mission, values, and commitment to those served by the organization. Maintain the highest level of confidentiality, professionalism, integrity, and discretion. Develop and maintain organized systems and procedures that ensure continuity of critical Office of the President & CEO and governance functions. Perform other duties and special projects as assigned by the President & CEO. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES Bachelors degree in business administration, communications, public relations, nonprofit management, public administration, or a related field preferred. Significant relevant experience may be considered in lieu of degree requirements. Minimum of five years of progressively responsible experience in executive administration, executive office management, governance, project management, or a related field preferred. Demonstrated experience supporting a President, CEO, senior executive, or executive leadership team strongly preferred. Experience working directly with a Board of Directors and Board committee structure. Demonstrated ability to manage highly confidential and sensitive information with exceptional judgment and discretion. High level of integrity, professionalism, maturity, and sound judgment. Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously. Demonstrated ability to anticipate needs, identify potential issues, and proactively develop solutions. Strong project management skills with demonstrated ability to coordinate complex initiatives involving multiple departments and stakeholders. Ability to appropriately prioritize matters requiring executive attention and distinguish urgent issues from routine matters. Strong interpersonal skills and demonstrated ability to build effective relationships with Board members, executives, employees, community leaders, funders, government representatives, and external partners. Excellent written and verbal communication skills, including the ability to prepare professional correspondence, meeting materials, reports, presentations, and executive communications. Demonstrated ability to communicate effectively on behalf of senior leadership. Strong analytical, problem-solving, and decision-making skills. Detail-oriented, highly organized, self-directed, and able to consistently meet deadlines in a fast-paced environment. Ability to work independently while maintaining effective communication and collaboration with the President & CEO and organizational leadership. Demonstrated ability to manage and hold others accountable for deadlines and deliverables while maintaining positive working relationships. Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and related collaboration and project management technology. Ability to quickly learn and effectively utilize new technology and organizational systems. Ability to work flexible hours, including occasional evenings and weekends, and travel as required. Must possess a valid drivers license and maintain a driving record acceptable to VOAMIs insurer. CORE COMPETENCIES Executive Judgment & Discretion Demonstrates sound judgment, maintains confidentiality, and appropriately handles highly sensitive organizational matters. Strategic Organization Effectively organizes complex information, competing priorities, deadlines, and executive commitments. Initiative & Anticipation Anticipates needs, identifies potential problems, and acts proactively rather than waiting for direction. Accountability & Follow-Through Ensures commitments, decisions, assignments, and deadlines are tracked through completion. Governance Excellence Understands and supports effective nonprofit governance and maintains accurate, organized governance processes and records. Project Management Develops clear plans, coordinates stakeholders, monitors progress, and drives projects toward successful completion. Relationship Management Builds trusted, professional relationships across all levels of the organization and with external stakeholders. Communication Communicates clearly, professionally, diplomatically, and appropriately on behalf of the Office of the President & CEO. Adaptability Effectively manages changing priorities, unexpected demands, and a fast-paced executive environment. Mission Alignment Demonstrates commitment to the mission, values, and work of Volunteers of America Michigan. ESSENTIAL REQUIREMENTS: Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is frequently required to see, speak, reach, bend, lift, and drive. The vision requirement includes close and distant vision. Environmental Working Requirements: The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Works primarily indoors. Works closely with the CFO, Controller and Staff Accountants. Interacts with agency staff and a diverse public. May be subjected to interruptions throughout the day. May be subject to hostile and/or emotionally upset public. VOAMI is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.