The Asian Pacific Islander American Health Forum (APIAHF) is one of the nation’s leading organizations that advocates for and supports health equity. By influencing policy and legislation, mobilizing local communities, and strengthening direct-care programs, APIAHF executes its goal of improving the health of Asian Americans, Native Hawaiians, and Pacific Islanders (AANHPI). A bi-coastal staff with offices in San Francisco and Washington, DC, a network of nearly two hundred AANHPI-focused community based organizations, and an active and dedicated board fuels APIAHF’s dedication to ensure healthy and vibrant communities for current and future generations.
This is a senior level position.
APIAHF seeks an energetic self-starter with a talent for building strong and productive relationships to serve as Board Liaison & Confidential Assistant. The Board Liaison & Confidential Assistant has three major functions: 1) serving as the liaison to APIAHF’s Board of Directors, 2) providing administrative support to the President & CEO, and 3) a wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of APIAHF in achieving its mission.
The Board Liaison & Confidential Assistant supports the President & CEO on all matters related to the Board of Directors and will serve as a lead point of contact for the Board members. The Board Liaison & Confidential Assistant will manage all board logistics including, but not limited to organizing meetings, mailings, event invitations, and official minutes of the meetings. The Board Liaison & Confidential Assistant will provide administrative support to the President & CEO when the Executive Assistant requires assistance with these duties.
The Board Liaison & Confidential Assistant keeps communication and events between the Board, committees and staff running smoothly. This role is responsible for confidential administrative support to the Board and President & CEO, providing administrative support, including managing calendars, appointments, conference calls, itineraries, travel, and coordinating meetings. The Board Liaison and Confidential Assistant will research, compile, draft, edit, and proofread correspondence, documents, presentations, proposals, and reports, and coordinate materials to ensure the team is prepared for meetings.
Duties & Responsibilities:
Supporting the President & CEO
- Work closely with the President & CEO and Executive Team on board communication and planning with stakeholders;
- Organize and prepare information for President & CEO’s use in external and internal meetings, presentations and report generation;
- Support all logistics of the President & CEO’s participation and preparation for board meetings, calls, and other gatherings, including assistance with travel planning and expense reports;
- Coordinate and maintain the President & CEO’s schedule; plan, implement, and arrange travel;
- Maintain President & CEO’s files, including minutes for the quarterly board and board committee Meetings, and contact and email distribution lists.
Liaison to the Board of Directors
- Serve as the primary point of contact for all board members, providing logistical support for meetings of the Board of Directors and its committees;
- Plan and organize board meetings and all board committee meetings;
- Generate agendas and other materials for meetings of the Board of Directors and its committees. Take and generate minutes for board meetings;
- Maintain board distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms, and update Board Information and Committee Selection Sheets;
- Provide logistical support for additional meetings at the request of the President & CEO or executive staff.
Additional Logistical and Administrative Support
- Provide additional administrative support to the President & CEO when the Executive Assistant requires assistance with these duties;
- As needed, attend and assist with staff-wide functions, events, and meetings;
- Plan, monitor, and coordinate administrative projects as assigned from initiation through completion, often collaborating with other departments.
Education and Experience Required
- Bachelor’s degree or equivalent education and experience;
- Graduate Degree, particularly a J.D., desirable;
- 5-10 years working in a professional environment with high-level executives;
- 5+ years experience working with or managing board and/or governance operations;
- Strong diplomacy and interpersonal skills with the ability to build relationships and demonstrate a high level of service, responsiveness, and initiative;
- Proven ability to handle and maintain sensitive and confidential information with discretion and high ethical standards;
- Excellent written and verbal communication skills; and
- Strong research and analytical skills;
Skills, Knowledge, and Abilities
- Excellent judgment and tact when dealing with sensitive issues/situations, confidentiality;
- Superior oral and written communication skills, including a high level of diplomacy;
- Proven experience and skill with calendar management, travel arrangements, correspondence and proofreading;
- Proven ability to maintain confidentiality and exercise discretion;
- Highly resourceful team player, with the ability to be effective independently;
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly in a fast-paced environment with excellent attention to detail and ability to meet deadlines;
- Commitment to quality and accuracy;
- Demonstrated experience interacting with high-level executives and boards of directors;
- Ability to think proactively, anticipate problems, analyze situations, and develop and execute effective solutions;
- Experience in coordinating and organizing logistics and travel arrangements for national & local meetings & events;
- Proficient in Microsoft Office, Word, Excel, Outlook, PowerPoint, and internet applications in a Windows environment (i.e., SharePoint, Google Docs), with a working ability or aptitude and willingness to learn Salesforce, Concur, Board Effect and other software as needed; and
- Experience and diplomacy interacting with diverse stakeholders.
- Demonstrated interest or experience working with Asian American, Native Hawaiian, and Pacific Islander communities;
- Familiarity with non-profit board governance and practices; and,
- Notary public preferred.
Title: Board Liaison & Confidential Assistant
Reports To: President & Chief Executive Officer (CEO)
Position Duration: Full-time
To apply, send a cover letter, resume, and list of three references to firstname.lastname@example.org with the subject line “Board Liaison & Confidential Assistant”.
APIAHF is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or veteran status.