Executive Assistant and Board Liasion

Description

Welcome to your opportunity to change the world! If you have a servant's heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better.

If you are kind, patient, and ready to make a difference, we would love to meet you. 

Full-time employees are offered competitive benefits including:

• Generous Paid Time Off
• Paid Training and Professional Development
• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• 403(b) Retirement Plan with 5% Employer Contribution
• Tuition Reimbursement
• Employee Assistance Program
• Opportunities for Growth and Advancement

 We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed. 

Title: Executive Assistant and Board Liaison
Department: Executive Administration
Status: Exempt, Full-Time
Reports To: Chief Executive Officer
Starting Compensation Pay: Based on experience

PURPOSE:

The Executive Assistant & Board Liaison provides strategic governance support and enterprise execution leadership for high-impact organizational initiatives. This position serves as the primary liaison between the Board of Directors, Board Committees, executive leadership, affiliate organizations, and the CEO. Responsibilities include governance administration, executive support, project leadership, Board operations, and coordination of enterprise-wide initiatives while ensuring effective communication, compliance, and organizational alignment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinate and facilitate Board of Directors, committee, and affiliate governance activities.
• Serve as primary liaison between Board members and executive leadership.
• Manage Board calendars, meeting logistics, agendas, packets, minutes, and official records.
• Maintain Board governance documentation including bylaws, charters, delegation authorities, and organizational records.
• Track Board action items, governance metrics, compliance requirements, and committee directives.
• Support Board member orientation, education, assessments, and ongoing engagement activities.
• Lead and coordinate enterprise-wide projects, organizational change initiatives, systems implementations, mergers, and process improvements.
• Develop executive and Board-level reporting, presentations, decision materials, and strategic analyses.
• Coordinate internal and external stakeholders including legal counsel, finance, human resources, information technology, program leadership, and consultants.
• Manage litigation-related information requests and records coordination.
• Provide executive administrative support including calendar management, correspondence, scheduling, travel arrangements, expense reporting, and meeting coordination.
• Maintain confidential files, records, and communications while exercising discretion and professional judgment.
• Perform additional duties as assigned.

Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.

Requirements

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED:

Degree/Field Required: Associate's degree

Degree/Field Preferred: Bachelor's degree or higher in Business Administration, Public Administration, Nonprofit Management, Organizational Leadership, Communications, or a related field.

Additional Fields of Knowledge Important for the Role:

• Nonprofit corporate governance, Board operations, fiduciary responsibilities, and committee administration.
• Bylaws, delegation of authority frameworks, governance policies, and strategic planning processes.
• Parliamentary procedure, meeting facilitation, agenda management, and minutes preparation.
• Records management, information governance, document retention, and Board portal administration.
• Legal, compliance, confidentiality, conflict of interest, and risk management practices.
• Privacy standards, sensitive information handling, and HIPAA-related safeguards.
• Executive decision support, strategic communications, performance metrics, and organizational reporting.
• Administrative procedures, office systems, records management, and business correspondence.

Experience Required:

• Minimum five (5) years of progressively responsible experience in Board governance administration, executive operations, project management, program leadership, or related functions.
• Minimum three (3) years working directly with Board Officers, Committee Chairs, executive leadership, or C-suite leaders.
• Experience leading cross-functional projects, organizational change efforts, systems implementations, or other strategic initiatives with measurable outcomes.

Experience Preferred:

• Experience supporting or serving nonprofit Boards of Directors.
• Experience within nonprofit or mission-driven organizations.

Licenses/Certifications Required: N/A

Licenses/Certifications Preferred:

• Project Management Professional (PMP)
• Change Management Certification (Prosci or equivalent)
• Lean Six Sigma Green Belt or Black Belt
• Board governance training (BoardSource or equivalent)

SKILLS REQUIRED:

Manager-Specific: N/A

Basic: Demonstrated ability to read, analyze, and interpret governance documents, reports, policies, bylaws, and board-related materials. Strong written and verbal communication skills, including drafting correspondence, agendas, reports, presentations, meeting minutes, and decision-ready materials. Ability to gather, organize, evaluate, and present information accurately while maintaining attention to detail, confidentiality, and sound judgment. Strong organizational, analytical, and time management skills with the ability to manage multiple priorities and meet strict deadlines.

Social: Ability to build and maintain professional relationships with Board members, executive leadership, committee chairs, community stakeholders, and staff at all levels of the organization. Demonstrated interpersonal, facilitation, collaboration, customer service, and communication skills. Ability to exercise diplomacy, professionalism, discretion, and responsiveness while coordinating complex activities and addressing competing priorities.

Problem Solving/Decision-Making: Ability to analyze complex governance, operational, and organizational issues; evaluate alternatives; develop recommendations; and implement effective solutions. Skilled in project coordination, strategic planning support, process improvement, systems analysis, and managing initiatives with multiple stakeholders. Ability to make sound decisions under pressure while considering organizational risk, compliance requirements, operational impact, and strategic objectives.

Resource Management: Ability to effectively manage executive and Board schedules, organizational records, meeting logistics, project timelines, action item tracking, and competing priorities. Skilled in coordinating resources, maintaining accurate documentation, and ensuring timely completion of assignments and deliverables.

Technical: Knowledge of board governance processes, project management methodologies, records management, quality assurance practices, business process documentation, and organizational reporting. Ability to utilize technology to improve workflows, support strategic initiatives, and maintain effective governance operations.

Proficient Computer Skills In: Excel, Outlook, PowerPoint, Word, Project Management Tools, Microsoft Teams, SharePoint

Expert Computer Skills In: Outlook, PowerPoint, Word, SharePoint, Microsoft Teams

VEHICLE RELATED REQUIREMENTS: 

Access to reliable transportation: Required

Access to a reliable automobile: Not required, but preferred

Proof of continued insurance: Required

Valid driver’s license: Required

Additional license requirements: N/A

DRUG-FREE WORKPLACE: 

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this, a strict drug-free workplace policy is maintained.