Board Specialist

Job Summary

This role is responsible for supporting the administrative activities of the IEEE Board of Directors and the IEEE Assembly, and other duties assigned as a member of the IEEE Corporate Governance team. Assists with daily operations and procedures, which includes but is not limited to scheduling and supporting meetings and events, formatting agenda submissions, collaborating with staff throughout the IEEE to ensure timeliness of all documentation, processing expense reports, and supporting the maintenance of records in accordance with IEEE's record retention policies.

They will work in accordance with the IEEE Constitution, IEEE Bylaws, IEEE Policies, procedures, and precedents, and help advance the mission and objectives of IEEE. They will also work collaboratively, cooperatively, and comfortably with all stakeholders. This role reports to the Senior Manager, Corporate Governance.

Key Responsibilities

* In conjunction with the Senior Governance Manager, facilitates the administrative responsibilities for the IEEE Board of Directors, its Ad Hoc Committees, and the IEEE Assembly, including:
* Organizes the agenda item submission process for established guidelines including reviewing and acknowledging Board agenda items for timeliness, clarity, consistency, and required documentation. Actively engages the submitters to assist in this effort. Drafts and formats agenda items and meeting materials, as required.
* Facilitates the production of draft and final agendas, distributes, and maintains meeting materials via the Board portal; organizes and communicates agenda review meetings for staff and leadership.
* Partners with other departments and external vendors to schedule and plan leadership meetings, coordinate complex meeting logistics, and provide hands-on support for on-site, hybrid, and virtual events and meetings.
* Documents leadership meetings including: meeting minutes, actions, and summaries; coordinates the approval and distribution of documents.
* Creates and coordinates communications with the IEEE Board of Directors, Assembly, and staff; collects, records, and distributes documents; provides access to Board and Assembly materials; manages relevant listservs.
* Develops and administers detailed meeting project plans and schedules for the IEEE Board of Directors and Assembly meetings.
* Responsible for coordinating and executing annual administration functions to support the Board of Directors and the successful onboarding of new Directors.
* Creates and maintains content for webpages, board portal, etc.
* Manages the identification, collection, and shipment of materials needed for Board and Assembly meetings.
* Partners with the Board staff to administer all governance records and documents associated with the IEEE Board and IEEE Assembly in audit-ready condition to ensure adherence with the IEEE records retention policy.
* Tracks, updates, maintains and researches policies, procedures, guidelines, and action items.
* Partners with the Board staff to manage and administer accurate and updated leadership records in accordance with privacy rules.
* Manages expense reports and invoices
* Other duties and special projects, as assigned.

Education

* Bachelor's degree or equivalent experience in relevant business discipline such as business administration, communications, or other related fields Pref

Work Experience

* 2-4 years working in either an association governance environment or in the corporate/board affairs environment of a corporation preferred Pref
* Similar background in industry supporting large business unit/corporate governance meetings would be considered

Skills and Requirements

* Must have excellent attention to detail, be able to balance multiple tasks and priorities, have strong administrative skills, and have the ability to work independently with minimal or no supervision and within a team setting
* Ability to function under pressure with tight deadlines, competing priorities, and within a fast-paced environment
* Ability to consistently, and in a timely manner, process documentation received from multiple parties across IEEE
* Maintain confidentiality and have the highest standards of integrity
* Excellent written and oral communication skills
* Demonstrated ability in establishing project timelines and reviewing work for completeness, accuracy and timeliness
* This individual must be a technologically savvy knowledge worker who applies the benefits of technology to his or her work environment. He or she is a regular user of web content management systems/technology and a daily user of off-the-shelf word processing, presentation and spreadsheet software, a regular user of email and the Internet for research and communication, and web-conferencing tools.
* Experience with Board and/or meeting management software a plus
* Must possess a valid and unexpired passport. When pandemic guidelines are adjusted, travel will be necessary as required (approximately 3-4 trips a year, some international)
* Some nights and weekends, in conjunction with meeting preparation and attendance for corporate governance meetings, is required.

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 '.

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'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. '