Administrative Assistant & Secretary to the Board

Description

POSITION SUMMARY

Reporting to the Executive Director, the Administrative Assistant & Secretary to the Board plays a vital role in supporting executive operations and ensuring the smooth governance of BPAC. This position is responsible for providing high-level administrative assistance to the Executive Director and acting as the primary liaison for the Board of Directors. The role oversees Board and Committee communications and documentation, ensuring seamless governance support. Additionally, this position will assist with organizing Board-related events and act as a liaison at major BPAC events, requiring attendance at key events throughout the year.

 

KEY RESPONSIBILITIES

Board Administration & Governance Support

• Serve as the primary liaison between the Board of Directors, Board Committees and BPAC’s leadership team.
• Plan, coordinate and attend Board and Committee meetings, preparing agendas, minutes and ensuring proper documentation of proceedings.
• Oversee Board and Committee communications and documentation, utilizing Basecamp software for efficient document management and collaboration.
• Maintain and update Board governance records, policies and compliance documentation.
• Manage and distribute Board correspondence, reports and briefing materials in a timely and organized manner.
• Ensure adherence to BPAC’s governance framework and compliance with regulatory requirements for not-for-profit organizations.

Executive Administrative Support

• Provide confidential administrative support to the Executive Director, including managing schedules, correspondence and travel arrangements.
• Assist in the preparation of presentations, reports and grant applications.
• Coordinate internal and external meetings, ensuring seamless logistics and follow-ups.
• Draft, review and proofread high-level documents and communications.
• Handle sensitive information with discretion, maintaining strict confidentiality.

Stakeholder Relations, Events & Communications

• Act as a key point of contact between BPAC’s Executive Director and external stakeholders, including government officials, donors, corporate partners and community organizations.
• Support government relations efforts by tracking correspondence, preparing briefings and coordinating advocacy initiatives.
• Manage incoming inquiries and correspondence, ensuring prompt and professional responses.
• Support the Executive Director and Board at events throughout the year, assisting in organizing Board-related events and serving as a Board liaison at major BPAC events.
• Attendance at key BPAC events as part of job responsibilities, ensuring strong Board representation and support at organizational functions.

Office & Records Management

• Oversee document management and filing systems, ensuring accessibility and organization.
• Monitor administrative processes and identify opportunities for increased efficiency.
• Assist in financial tracking related to Board and Executive Director expenses.
• Support internal communication efforts to ensure alignment across BPAC departments.