Board Administrator

Job Summary

The overall purpose of this position is to provide operational and governance support to the Member and Geographic Activities (MGA) Board, MGA Operations Committee, and the MGA Nominations and Appointments Committee. The incumbent in this position is primarily responsible for the efficient handling of MGA Board meetings, including agendas, correspondence, issue resolution, motions, and follow-up closure on action items. The incumbent will guide volunteers and staff through processes related to the drafting, revising, and adopting of agenda items and governance documents. The incumbent is responsible for the management and execution of the processes in support of the MGA Operations Committee and MGA Nominations and Appointments Committee. In this position, discretion is critical, particularly in the handling of sensitive information.

This role functions as an individual contributor and reports to the Senior Director of Geographic Activities. They also provide support to and interface with the Managing Director, MGA, and members of the MGA Board.

Key Responsibilities

• 75% MGA Board, MGA Operations Committee, and MGA Nominations and Appointments Committee administration and support

• Manages production schedules for all aspects of the MGA Board, MGA Operations Committee, and MGA Nominations Committee which includes all face-to-face and virtual meetings

• Captures key issues, conclusions, and action items for recording as part of the published minutes

• Performs all logistical planning details and supports requests made by members of the MGA Board, MGA Operations Committee, and MGA Nominations Committee

• Follows progress of action items and inquires on status to ensure readiness in advance of MGA Board meetings

• Clarifies actions on topics under discussion

• Reviews, edits, and writes consent agenda items for inclusion on MGA Board agendas

• Supports the annual MGA volunteer nomination and appointment process

• 25% Other MGA Responsibilities and Support

• Performs in a support role to MGA and its staff which includes representing MGA interests as the MGA designated member of the Board Administrators Team

• Creates presentations and delivers to volunteers on associated processes, develops and delivers training to staff members on online tools being used in work, and will work on special projects or in project groups as assigned

• Manages the MGA Operations Manual and is responsible for all updates based on approvals from the MGA Board. Ensures the manual is clear, concise, consistent, and compliant with nonprofit laws, and incorporates IEEE's adopted policies

• Manages the MGA Board and MGA Nominations pages on the MGA website. Responsible for ensuring the Region meetings calendar is updated on the website.

Education

• Bachelor's degree or equivalent experience in Business Administration or Communications Req

Work Experience

• 4-7 years related work experience Req

• Past experience or employment in a professional society, organization, or related industry Req

Skills and Requirements

• Experience working with diverse, global community

• Experience in operations, people management, and communications

• Process or project management experience is desired

• Must be detail-oriented; accuracy is required

• Excellent written and oral communication skills, good presentation skills

• Professional and excellent interpersonal communications

• Excellent time management and organizational skills

• Ability to work well under pressure, meet deadlines, and handle multiple projects simultaneously

• Demonstrated diplomacy and resourcefulness

• Must have the flexibility to commit to traveling to as many as 9 weekends per year

• Ability to prioritize based on deadlines and overall importance of projects

• Strong ethical standards and good judgment

• Must adhere to confidentiality requirements and appropriately handle sensitive information

• Must be technologically savvy and be willing to explore alternative technical solutions; Proficiency in MS Excel, Word, PowerPoint, Adobe Acrobat Pro; Open Water; Web content management system knowledge a plus

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.