Governance and Board Administrative Coordinator

The Board Administrative Coordinator supports the Corporate Secretary and ensures the corporation is in compliance with its Bylaws. This position requires exceptional organizational skills and entails managing clerical and administrative functions related to corporate governance. Responsibilities include drafting correspondence, scheduling appointments, and organizing and maintaining paper and electronic files. The Board Administrative Coordinator must have exemplary interpersonal skills and the ability to communicate effectively with a variety of staff throughout the Aquarium.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Organize and maintain records required by the Bylaws.
• Create, maintain, and enter information into the board database BoardEffect.
• Oversees material supplies, maintains inventory, and anticipates purchasing needs.
• Write, edit, and maintain board correspondence, agendas, reports, resolutions, and various company documents.
• Organize and plan the annual board retreat and meeting with audio/visual, food and beverage, and logistics with the Aquarium event planning team.
• Organize each board meeting on the board calendar.
• Take, draft, and maintain minutes at board meetings.
• Organize various board committee meetings as needed.
• Track board-related accomplishments and attendance.
• Maintain board bios.
• Respond to board requests.
• Additional responsibilities may be delegated due to the culture of the Aquarium.

KNOWLEDGE & SKILLS

The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Highly organized and detail-oriented with strong problem-solving skills.
• Professional manner and ability to maintain confidentiality.
• Must be able to successfully interact with a broad range of individuals.
• Highly skilled in Windows, Microsoft Word, PowerPoint, and BoardEffect software.
• Excellent written and oral communication skills. Must have the ability to compose clear and concise correspondence regarding the relevant subject matter, including legal language.
• Excellent internal and external customer service.
• Ability to focus on projects in a shared workspace with frequent interruptions.
• Knowledgeable in the use and operation of a telephone, copier, fax machine, computer, and A/V equipment.
• Experience in meeting, planning, coordinating, and maintaining a budget and staying within the budget.

QUALIFICATIONS

The qualifications listed below are representative of the knowledge, skills, and/or abilities an individual must possess to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Associate degree or equivalent experience.
• Prior experience in an executive administrative role with corporate governance.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by the individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for long periods of time.
• Ability to walk, stand, bend, squat, climb, twist, and kneel.
• Ability to lift and carry up to 0-25lbs.
• Ability to pull and push up to 0-20lbs.
• Full functional range of motion in all major body joints from reaching, twisting, bending, simple and power gripping, fine and gross motor skills.

MENTAL DEMANDS

The mental and emotional demands described here are representative of those that must be met by the individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent conflict resolution skills to address issues and maintain positive relationships.
• Resilience and ability to maintain composure and handle difficult situations with professionalism in a fast-paced environment.
• Strong problem-solving skills to analyze issues and find effective solutions.
• Ability to prioritize tasks and work efficiently under pressure.
• Flexibility and adaptability to handle changes in schedules or responsibilities.
• Critical thinking and decision-making abilities to handle complex situations.
• Empathy and emotional intelligence to understand and respond to the needs of colleagues or customers.

WORK ENVIRONMENT

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

• Exposure to confined spaces
• Normal office working conditions.
• Fast-paced, noisy, and crowded onsite and offsite events
• Noise level in the work environment is quiet to moderate.
• Wet, dirty, uneven surfaces and walkways.
• Offsite areas traveling.
• Outside environments in varying weather conditions.
• Exposure to variations in temperature, humidity, or wetness.
• Elevated platforms.

INTERESTED OR QUALIFIED?

If you meet the requirements of this position, click on the link below to “APPLY NOW.” You will be directed to our web application process, the successful completion of which is required by all applicants. There are THREE simple steps to this process, which is administered by Hire Select:

1. You will complete a brief web application;
2. You will attach or build your resume;
3. You will complete the PCI aptitude assessment.

Upon completion of all THREE steps, your submission will be forwarded to our hiring team for consideration. If you are among the most qualified applicants, we will contact you within two to three weeks. If you do not hear from us within that time, feel free to reapply in the future as other opportunities arise. Thank you so much for your interest in the Aquarium of the Pacific!

Aquarium of the Pacific is an equal opportunity employer. We welcome and celebrate diversity and are committed to creating an inclusive environment for all staff.

APPLY NOW