Administrative Services Manager and Board Liaison

Job description

Job Summary The Administrative Services Manager and Board Liaison provides high-level administrative and governance support to the President and Chief Executive Officer and Connecticut Public's Board of Trustees. This full-time position coordinates Board and committee operations, prepares agendas and minutes, manages executive administrative needs, supports key internal and external relationships, and helps coordinate meetings, events, and special projects with discretion and accuracy. This role requires exceptional organization, strong project management skills, sound judgment, and the ability to anticipate needs, manage multiple priorities and deadlines, and ensure that nothing falls through the cracks. The posted salary range for this position is $65,800-$86,000. Starting salary is determined by relevant experience, skills, qualifications, internal equity, and the approved hiring buget. An offer at the maximum range is not guaranteed. A general description of benefits includes paid sick, personal and vacation time, options to paticipate in medical/dental/vision, 403(b) and supplemental insurances like accident. Essential Functions Attends Board and committee meetings and prepare accurate minutes and related governance records. Coordinate communications to the Board and other internal and external constituencies on behalf of the President and CEO. Drafts meeting agendas in collaboration with the President and CEO, Board and committee chairs, and other appropriate staff; compile and distribute meeting materials and presentations. Maintains a high degree of confidentiality regarding personnel, legal, fiscal, governance, audit, and other sensitive organizational matters. Manages multiple concurrent priorities, projects, meetings, deadlines, and follow-up items, proactively tracking details and ensuring commitments and deliverables are completed accurately and on time. Serves as the primary administrative liaison to the Board of Trustees and its committees, coordinating schedule s and ad hoc meetings and maintaining regular communication with Board leadership and committee chairs. Provides high-level administrative support to the President and CEO, including calendar management, travel arrangements, expense reports, correspondence, and other administrative functions. Responsibilities Additional duties may, at times, be assigned and required . Coordinates Board of Trustees and committee meeting schedules, logistics , materials, records, and follow-up; maintains Board and committee calendars and related governance files. Compiles, organizes, and formats PowerPoint presentations and other meeting materials using content provided by the President and CEO, Board leadership, and staff; ensures materials are accurate , consistent, and ready for distribution. Communicates and corresponds with internal and external stakeholders, including drafting or preparing correspondence on behalf of the President and CEO as needed. Creates and maintains highly organized records, contact lists, calendars, meeting histories , governance documents, and other administrative tracking systems, ensuring information is accurate , current, and readily accessible. Maintains project plans, timelines, task lists, and follow-up systems for priorities led by the President/CEO and Board, proactively identifying upcoming deadlines, dependencies, and outstanding items. Coordinates meetings, summits, and small-scale events, including scheduling, invitations, catering, room and technology logistics , materials, and other event needs. Provides administrative coordination for Connecticut Public’s for-profit entity, MediaVision, as well as the New England News Collaborative (NENC), including meeting minutes and event logistics, and serves as a point of contact for the Latino Initiative Advisory Group and the Community Advisory Board . Supports communications and coordination with local legislators' offices and other external partners as needed , in coordination with President and CEO. Works with appropriate internal teams to update web pages or other organizational information as needed. Knowledge, Skills, and Abilities Knowledge of: Administrative and executive support practices, including meeting coordination, records management, professional correspondence, and confidential information handling. Board governance practices and parliamentary procedure , including familiarity with Robert's Rules of Order, is preferred but not required . Event and meeting coordination practices; prior event-coordination experience is preferred but not required . Skill In: Attention to detail and accuracy, particularly when preparing materials, maintaining records, coordinating meetings, and managing executive and Board communications. Building productive relationships with Board members, staff, external partners, donors, and other stakeholders. Microsoft PowerPoint, Word, Excel, and other workplace technology. Organization and project management Written and verbal communication, with strong proofreading and attention to detail. Ability to: Adapt to competing demands and changing priorities while maintaining a high level of service. Compile and format professional presentation materials without a design background. Handle confidential and sensitive information with discretion. Learn and use a variety of technology tools, including Expensify, Slack, BoardEffect, and other systems as needed. Maintain exceptional accuracy and organization while working at a fast pace and balancing competing priorities. Manage numerous concurrent priorities, deadlines, meetings, and deliverables in a fast-paced environment. Represent Connecticut Public professionally in varied settings. Work independently, a nticipate needs, identify what needs to happen next, and proactively follow through without requiring significant oversight or prompting. Physical Requirements The physical activities of this position include frequent in-person and virtual interactions. Must be able to remain at workstation for prolonged period . Must have close visual acuity to perform an activity, such as preparing/analyzing data and figures, viewing a computer terminal, or extensive reading. The typical physical requirements are: medium work—exerting up to 45lbs of force occasionally and may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion. Noise levels vary depending on event setting and venue . Position requires the ability to travel throughout the state of Connecticut to event venues. Working Conditions This is a full-time position operating on Connecticut Public's hybrid schedule, with duties routinely performed Monday through Friday during regular business hours. Regular on-site presence is required for Board and committee meetings and other organizational needs. Occasional after-hours work and travel within Connecticut may be required for meetings, events, and summits. The position may be exposed to environmental conditions during outdoor venues. Education and Experience Bachelor’s degree in Business Administration, Communications or related field from an accredited university OR direct and sustained experience in a fast-paced organization in a similar role AND/OR a satisfactory equivalent combination of education, training, and experience. Event-coordination experience and familiarity with parliamentary procedure are preferred but not required.