Administrative Assistant, Executive Board Support

Our client located in Rockville MD is seeking an experience Administrative Assistant to play a key role alongside the Chief Executive Officer (CEO) and Board of Directors (the Board) in maintaining organizational compliance and integrity by maintaining scheduling meeting material corporate logs and more.

Essential Duties and Responsibilities
The Administrative Assistant is responsible for the following:

Board Governance and Meeting Administration: In collaboration with the CEO:
oPrepare maintain and coordinate the annual calendar of the Board of Directors and committee meetings.
oSchedule meetings and coordinate availability across Board members executive leadership and external stakeholders.
oEnsure compliance with public meeting posting requirements and governance protocols.
oPrepare meeting agendas supporting documentation and Board Books in collaboration with the CEO.
oDistribute Board and committee materials through the Board portal and maintain organized governance documentation.
oRecord Board and committee meetings and produce clear detailed and accurate meeting minutes.
oMaintain organized records of meeting minutes for governance compliance and institutional documentation ensure timely distribution and archiving of approved minutes
oTrack and maintain records of Board resolutions approvals and governance decisions.
oFollow up on meeting action items to ensure timely completion by appropriate parties.
oMaintain confidential corporate records and governance documentation.

Board Resources/Corporate Calendaring and Executive Support: Under the direction of the CEO and Board:
oCoordinate manage and maintain the CEOs complex calendar including internal meetings external partner engagements and Board-related activities.
oReserve conference rooms and coordinate logistics for meetings board sessions and special events.
oPrepare briefing materials correspondence and presentations for executive meetings.
oMaintain strong communication with internal staff and external partners to ensure alignment of schedules and priorities.
oUpdate resolution and approval logs.
oMaintain Committee and Board materials in the Board portal.
oCoordinate with the CEO on the creation of Board Books.

Additional Responsibilities. Assist the CEO with general corporate governance including:

oManage the organizations general information email inbox and respond or route inquiries appropriately forward phone messages and external communications.
oManage incoming and outgoing correspondence including checking and processing mail.
oOccasional support of corporate events and procurement needs.
oServe as the primary point of contact for visitors Board members and external guests.
oEnsure professional and welcoming experiences for guests attending meetings or events.
oCoordinate visitor access meeting room preparation and event logistics.
oEnsure the office runs smoothly by coordinating administrative functions and supporting daily operations.
oMaintain office supply inventory and place orders for administrative meeting and operational needs.
oOrder and coordinate catering and business lunches for meetings Board sessions and internal events.
oSupport light kitchen upkeep including restocking supplies and ensuring shared spaces remain organized.

Qualifications
Associates degree or equivalent with five years of administrative and executive support experience preferably with direct experience in Board and Committee meeting management.

Familiarity with Microsoft Office Products (Word PowerPoint Excel). Strong proficiency in taking meeting minutes scheduling and maintaining corporate resources. Strong oral and written communication skills. Comfort with maintaining confidentiality and working with executive management Boards and external partners.

The position offers competitive compensation including base salary starting at $76000 annually commensurate with experience plus bonuses as well as benefits such as medical dental vision paid vacation time personal days paid holidays sick days and 401k matching.

The organization is an Equal Opportunity Employer