Executive Assistant & Advisory Board Coordinator

at  MSM Unify

The Executive Assistant & Advisory Board Coordinator provides high-level administrative support to senior leadership and is responsible for the coordination and management of multiple advisory boards. This role requires exceptional organizational skills, the ability to manage multiple priorities, and excellent communication abilities. The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced environment.

Executive Support:

• Calendar Management: Manage the executive’s calendar, scheduling meetings, appointments, and events, and ensuring optimal time management.
• Travel Arrangements: Coordinate domestic and international travel plans, including flights, accommodations, and transportation.
• Communication & Correspondence: Act as a point of contact between the executive and internal/external stakeholders, managing emails, phone calls, and messages.
• Meeting Preparation: Prepare agendas, reports, presentations, and other documents for executive meetings, and take detailed minutes as needed.
• Expense Reporting: Track and process expenses for the executive, ensuring compliance with company policies.

Advisory Board Management:

• Board Coordination: Oversee logistics and communication for multiple advisory boards, including scheduling meetings, coordinating travel arrangements, and managing board member communications.
• Meeting Preparation & Follow-Up: Prepare agendas, board packets, and materials for advisory board meetings. Ensure timely distribution of materials and accurate recording of minutes or action items.
• Relationship Management: Serve as the main point of contact for advisory board members, ensuring they are kept informed and engaged. Facilitate smooth communication between board members and the executive team.
• Event Planning: Organize board meetings, retreats, and other advisory events, ensuring all logistical details (venue, catering, technology, etc.) are handled efficiently.
• Board Database Management: Maintain a comprehensive database of advisory board members, tracking tenure, roles, and relevant documentation.
• Compliance & Governance: Ensure all board activities comply with internal policies and regulations.