Board Relations Specialist
Job Description
Reports to: Executive Director & CEO
Classification: Full-Time Exempt
Major Function
The Board Relations Specialist provides primary support for the Executive Director and elected officers of the Society. He/she assists in the selection, development, training, and management of volunteer leadership hierarchy and the overall administration and governance of the organization. In addition, this position is responsible for overseeing operations of the ECS Honors and Awards program.
Essential Functions
Administrative Support
1. Provides administrative support to the Executive Director for the management of the organization and the volunteer leadership hierarchy including scheduling, communications and records management, and in the course of his/her work represents a professional image and plays a vital role in the administration and smooth running of the organization.
2. Provides ECS website support: updates the society, division and section officers and committee appointments and amendments to society, divisions and sections bylaws through netForum.
3. Assists with the management and communication of the ECS partner and collaborative organizations such as SAEST, ISE, ECSJ, KECS, SMEQ… etc.
4. Manages a variety of administrative and communications tasks to support the Executive Director (some confidential and sensitive in nature).
5. Manages the business travel for Society Officers.
6. Provides front office management or coverage, as needed.
Board of Directors and Committees
1. Supports the activities of the board, divisions and committees, and assists them in the performance of their duties including: new board member orientation, meeting agenda development, meeting scheduling, coordination of special events (luncheons, board/committee orientation meetings, award dinners, etc.), and preparation of minutes, reports and supporting attachments.
2. Manages the committee appointment process for the ECS President-elect including acceptance, approval, and confirmation of appointments.
3. Coordinates the annual ECS officer elections, which involves preparing candidate availability data for the Nominating Committee, election set up and organizing ballots for tabulation by the Tellers of Election.
4. Manages division officer elections.
5. Responsible for periodic “Board Communications” to provide continuous updates and information exchange for the board of directors.
6. Manages the bylaw amendment process for ECS and its sections and divisions.
Honors & Awards Program
1. Manages all aspects of the ECS Honors and Awards program of over 50 distinct forms of recognition.
2. Responsible for marketing the award deadlines and winner broadcasts via all ECS media outlets including quarterly member magazine, e-blasts, and blog content creation.
3. Manages the electronic application intake and review process via the awards site which involves significant volunteer interaction, calendar maintenance, application vetting, and database record upkeep.
4. Serves as staff liaison for the corresponding honors and awards committee and is responsible for meeting agenda, preparation and meeting minutes.
5. Manages award-related logistics at biannual meetings, plans/executes award presentations and ancillary events including plenary session, awards dinner, etc.
Biannual Meetings
1. Responsibilities include set up and coordination of: Executive Committee Meeting, Fellow Nominating Subcommittee, Private Award Dinner, Council Past Presidents, Annual Society Business Meeting, Board Orientation, Private Presidential Reception, and Board of Directors meeting and luncheon.
2. Work as staff liaison and record meeting minutes for governance committees that meet onsite at one or both ECS biannual meetings: Ethical Standards Committee, Honors and Awards Committee, Executive Committee, Technical Affairs Committee, and the Board of Directors Meetings.
3. Assists operations and activities of biannual meetings and provides office management for the HQ office.
Position Relationships
1. Internal:
Reports to the Executive Director. Has frequent contact with Chief Operations Officer, Director of Meetings (board and committee meeting/event preparations at biannual meetings), Interface Production Manager, Director of Development & Membership Services (honors and awards) and the Director of Marketing & Communications (email blasts; scripts/officer pp presentations).
2. External:
Has regular contact with board members, committee members, division officers, and award subcommittees to assist them in the performance of their duties. Has contact with award vendors.
Prerequisites for the Job
1. Education and/or Experience: Bachelor’s degree required or combination of education and experience to be degree equivalent.
2. Experience with high level executive administrative responsibilities. Experience working with a nonprofit board. Experience working with members of the scientific community is a plus.
3. Advanced proficiency in Microsoft Office including Microsoft Word, PowerPoint, Excel, and Publishing. Basic Proficiency in Database use is helpful.
4. Excellent verbal and written communication skills for staff, volunteers, and board engagement.
5. Excellent command of the English language, editing, and composition skills.
6. Planning and execution of special projects during time-critical assignments and capability to coordinate multiple projects and meet deadlines under pressure.
7. Results-oriented and self-motivated with ability to remain professional under pressure.
8. Ability to use good judgment and discretion in decision-making and management of tasks.
9. Strong customer service orientation and focus to meet Society and Division Executive Committee, ECS Board Member, and the Society’s membership needs.
10. Ability to compose high level (sometimes confidential) correspondence, reports, and memoranda.
11. Ability to exercise tact and courtesy in frequent contact with VIPs.
12. Ability to establish and maintain effective working relationships with co-workers and other employees, and an ability to deal tactfully with the public.
Work Environment
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Must be available to travel internationally and domestically for up to seven days at a time.
2. Requires a person who can multi-task under high demand with frequent tight deadlines.
3. Must be available to work beyond scheduled office hours to meet deadlines, as required.
