Coordinator | Office of Board of Trustee Affairs

The Coordinator will assist the Director of Board of Trustee Affairs in managing key initiatives and ensuring the smooth execution of both administrative and strategic tasks. This position involves overseeing daily office operations while taking on higher-level responsibilities critical to the Office of Board of Trustee Affairs.

We are seeking a proactive, detail-oriented Coordinator that will demonstrate professionalism, discretion, and strong organizational skills, playing a pivotal role in supporting the Director with Board-related activities.

This role involves coordinating schedules for meetings and events, managing logistics, preparing agendas and presentations, and collaborating with internal and external stakeholders to ensure successful execution. Also, the Coordinator will prepare and review Board materials to ensure accuracy and strategic alignment alongside other administrative duties.

To ensure success in this position we require excellent multi-tasking skills, strong communication abilities, meticulous attention to detail, and the capacity to manage the office's operational and strategic aspects. Flexibility is required, as occasional evening and weekend work may be necessary to meet the needs of the Board of Trustees.

Job Responsibilities    

Administrative Support:

• Provide comprehensive high-level support to the director.
• Manage office correspondences, including emails, letters and calls.
• Act as a point of contact for internal and external inquiries related to Board affairs, ensuring clear communication and prompt responses.
• Schedule and coordinate meetings, appointments, and travel arrangements for Board members and senior executives.
• Organize and maintain physical and electronic filing systems to easily access important documents.
• Handle confidential information with discretion and professionalism.

Office Management:

• Oversee daily operations of the Office of Board of Trustee Affairs to ensure a seamless workflow.
• Develop and implement effective office systems and procedures to optimize productivity and organization.
• Manage office inventory, budgeting, and financial records, ensuring alignment with departmental goals.
• Onboard new team members as needed.

Board Operations and Support:

• Assist the Director of Board of Trustee Affairs in building and maintaining strong relationships with Board members and stakeholders.
• Oversee special projects and initiatives, ensuring timely completion and effective communication with all involved parties.
• Manage logistics for Board meetings, including scheduling, venue selection, technology setup, catering, travel arrangements and RSVPs.
• Conduct research and gather information to prepare reports, presentations and other documents related to Board matters.
• Create comprehensive materials for Board meetings and executive discussions, including drafting agendas, designing presentations and compiling reports.
• Maintain accurate and up-to-date records of Board meetings, resolutions and other essential documents.
• Ensure meeting minutes, resolutions, and key documents are properly filed, labeled and easily accessible for future reference.
• Monitor and facilitate the timely follow-up on action items from Board meetings, utilizing a detailed tracking system.

Governance and Compliance:

• Stay updated on relevant regulations, governance policy changes, and best practices to ensure Board operations meet the highest standards.
• Draft and review governance documents, policies, and procedures to align with current regulations and organizational standards.
• Collaborate with internal and external auditors to enhance governance practices and facilitate compliance audits.
• Ensure adherence to all regulatory requirements and organizational policies.
• Promote and uphold ethical standards within the office, managing confidential information with the highest level of discretion and professionalism.

Other duties as assigned to meet the needs of the department or organization.

Qualifications and Skills Required   

• Bachelor’s degree in related field: Business Administration/ Public Administration/ Communications/ Legal/ Finance/ Accounting.
• Minimum of five (5) years of experience in coordination, administrative support, and project management, preferably within an academic environment.
• Discretion and the ability to handle sensitive information with confidentiality.
• Organizational and time-management skills
• Strong communication and interpersonal skills.
• Attention to detail.
• Fluency in the English Language.
• Proficiency in Microsoft Office, Adobe Acrobat, and Google Suite

How to Apply

• Interested applicants should fill out the form.
• AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.
• AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one’s qualifications.