Director, Board Relations and Special Projects

Director, Board Relations and Special Projects

Reports To:Chief Executive Officer
FLSA Status:Exempt, Hybrid, Boston-based required
Date:October 2024

National Brain Tumor Society (NBTS) unrelentingly invests in, mobilizes and unites our community to discover a cure, deliver effective treatments, and advocate for patients and their care partners. NBTS is a leading policy advocacy and research organization as well as a convener of brain tumor research leaders including industry, regulators, funders, clinician researchers and patient advocates. We also provide resources and personalized support to patients and families, and we bring all members of the brain tumor community together each year through our walks, races, community events and Gray Nation Endurance programs. Through collaborative leadership with partners, our results include paradigm shifting research discoveries, improved public policy related to brain tumor research and health care increased federal funding for brain tumor research, innovative new clinical trials, opportunities for entrepreneurship and venture philanthropy to benefit brain tumor research, and empowering collaborative advocacy that results in reforms and advances to health care and the development of treatments.

While we have seen significant progress in terms of scientific understanding of brain tumor biology, we are unsatisfied with the status quo of today’s treatment options. NBTS is committed to investment in new ideas and research poised to incent the development and realization of treatments that dramatically increase survival and quality of life for patients.

Position Summary:

The Director, Board Relations and Special Projects provides executive-level support to the President and Chief Executive Officer as well as serving as a liaison to the Board of Directors. This role will further NBTS’ strategic and governance goals by coordinating the project management, communication, scheduling and organization required for maximum effectiveness by the NBTS Board of Directors and other related Boards.

The ideal individual will have the ability to balance multiple priorities, and exercise good judgment and professionalism in a variety of situations. The individual must have the ability to work independently on projects, from conception to completion, and work under pressure to handle a wide variety of activities and confidential matters with discretion.

Duties & Responsibilities:

This is a representative list of the general duties the position may be asked to perform and is not intended to be all-inclusive.

Board of Directors Program Management

• Working with the CEO, key Board Committees and appropriate senior staff, develop annual program plans including budgeting for the Boards of Directors for NBTS, Board Committees, Brain Tumor Investment Fund, and the Emeritus Board
• Work closely with the CEO to develop and implement processes for Board Orientation, Board Development and Board Recruitment
• Establish, maintain, and adjust schedules for annual board meetings including all committee meeting calendars
• Take ownership of all deliverables including board reports, presentation decks, agendas, meeting minutes and other materials, such as speaker remarks for the Board chair
• Oversee logistical coordination of board meetings, including travel plans and managing vendors involved in Board related meetings, including securing hotels, meeting spaces, a/v, catering, etc.
• Plan and carry out with CEO, year round Board information flow and communications
• Track and follow up on the tasks associated with helping Board Members to exercise their board duties including governance, fiduciary and other volunteer projects
• Establishes, maintains, adjusts schedules for annual board meetings including all committee meeting calendars

Board Communications and Stewardship

• Plan and carry out with CEO, year round Board information flow and communications
• Work closely and proactively with the CEO and senior staff to keep staff leadership informed of and prepared for upcoming board-related commitments and responsibilities, and to ensure appropriate follow up actions and communications
• Maintain file sharing repository for onboarding items, as well as ongoing board development materials, board meeting materials and communications toolkits
• Prepare briefing materials for the CEO in preparation for meetings and travel (including assisting with the drafting decks and presentation materials), working closely with development and program staff
• Draft regular Board monthly email communication and quarterly Emeritus email communication to be reviewed and finalized with CEO and CMO
• Draft and mail thank you letters, notes, birthday cards, recognition and gifts to board members and archive these stewardship outreach efforts within Salesforce
• Partner with the Development team for the annual End of Year Campaign as it relates to Board activities including the Board giving match and CEO end of year holiday outreach to Board and Board Emeritus members
• Working with CEO, CDO and CMO, plan and execute an appropriate donor stewardship/donor engagement and recognition program for all Boards

Office of the CEO Special Projects

• Serve as project manager for select short and long term projects as assigned by the CEO
• Plan remote and in-person meetings by compiling agendas, coordinating logistics and materials, identifying and reserving appropriate meeting spaces, and inviting guests
• Serve as an active member and contributor of the internal Business Planning Group to support the business planning cycle and strategic growth initiatives
• Attend and participate in meetings to take notes and follow up as needed. Compile and distribute meeting minutes
• Support agenda setting, content collection, and facilitation of monthly All-Staff meetings led by the CEO
• Other duties as assigned

Educations & Experience:

• Bachelor’s degree or equivalent prior work experience in nonprofit settings required
• 3-5 years of executive-level board relations required
• Prior administrative and project management experience required

Required Skills, Knowledge, & Abilities:

• Proven ability to work independently and manage multiple projects and activities simultaneously
• Ability to maintain confidentiality of records and information, diplomacy, tact, and professionalism in actions and appearance
• Strong administrative and project management skills, including familiarity with project management and constituent relations tools such as Asana and Salesforce
• Proactive, consistent and clear business communications skills, including timely follow up and follow through on projects and tasks
• Demonstrated written communications skills including advanced proficiency in creating powerpoint presentations
• High degree of proficiency with typical office technology, including Microsoft Office applications or Google Suite equivalents, project management platforms, and ability to learn new software platforms quickly
• Willingness to learn about the brain tumor space
• Strong attention to detail, with a commitment to high quality work

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• This hybrid position routinely requires 2-3 days per week onsite in the NBTS Boston office. Only candidates local to the Boston area will be considered.
• Offsite/remote work will be performed virtually in a home office environment. Remote work must be performed in the state of Massachusetts.
• Hours: Normal hours for this role are 9 a.m. to 5 p.m. ET, Monday through Friday. Occasional attendance at NBTS events or meetings may be required on the weekend or outside of normal hours.
  • Travel by car and/or plane throughout the US may be required approximately 10% of the time. This role requires a valid Massachusetts driver’s license. Access to a reliable vehicle is strongly preferred.
• This role is largely sedentary and requires sitting or standing in a stationary position for extended periods of time. This role frequently involves communicating on the phone and operating a computer for at least 70% of the work day.

NBTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, religion, color, national origin, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

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