In-Office Special Assistant, Liaison to the Board of Directors

Job Title: Special Assistant, Liaison to the Board of Directors (In-Office)

Supervisor: President/CEO & Chief Administration Officer

Department: President’s Office

Date of Posting: April 2023

The Position

This position is a leadership position charged with the responsibility of supporting the President & Chief Executive Officer (P/CEO) in fulfilling the mission and vision of the organization and supporting the organization’s Board of Directors.  

Special Assistant, Liaison to the Board of Directors, undertakes and supports a broad range of critical activities, ranging from highly strategic to tactical, and plays a key role in helping the organization focus on and achieve its goals. Additionally, this position represents the P/CEO and, as such, builds positive, collaborative relationships with internal and external stakeholders and assists the P/CEO relative to the effective operation of the organization.  

In serving as the Liaison to the Board of Directors, this position ensures that the Board has the proper resources and materials for discharging its duties effectively; and that its actions are appropriately recorded and documented, as well as assists the P/CEO in maintaining effective board relations.  This position works closely with the Board Chair and Committee Chairs and is instrumental in documenting official meeting minutes from the respective meetings. This position is visible to the entire organization as well as various external stakeholders.

The position is based in Philadelphia, Pennsylvania.

Essential Functions:

  • Provides strategic, operational, and administrative support for the P/CEO, Board of Directors, as well as internal and external constituencies.
  • Manages a wide range of matters of organizational importance and is responsible for the central coordination of all functions and activities in the P/CEO’s office.
  • Manages the schedules, planning, communications, and operations of the Board of Directors and Board Committee meetings.  
  • Serves as point of contact for various constituency groups served by the organization and provides internal coordination and leadership on administrative matters.
  • Provides a bridge for smooth communication between the President’s Office and internal departments, demonstrating leadership to maintain credibility, trust, and support.
  • Maintains the P/CEO’s calendar. Anticipates and manages preparation needs for the President and other organizational meetings/events.  Provides P/CEO with pre-meeting/event materials and provides follow-up post-event/meeting.
  • Collaborates with the P/CEO to ensure all governing responsibilities are addressed by the Board.
  • Prepares board minutes and maintains records and documentation for the Board of Directors.
  • Reviews, updates, and maintains corporate and governance documents (by-laws, articles of incorporation, conflict of interest, and board statement of expectations).  
  • Completes ad-hoc projects on behalf of the P/CEO, including high-level, confidential, and personnel assignments.
  • In consultation with the P/CEO  attends events, relevant professional meetings, and conferences.
  • Prepares and manages the budget relating to the President’s Office and Board.
  • Provides administrative support, including calendar coordination for Chief Program Officer and Chief Administrative Officer.
  • Maintains confidentiality of issues involving the P/CEO’s office and the organization at large.
  • Assists with special projects assigned by the P/CEO, including research, project management, event planning and management, and preparation for speaking engagements.  Accompanies the P/CEO on speaking events and appropriate external meetings to serve as support and to manage post-event follow-up.

Qualifications and Experience:

  • Bachelor’s Degree Preferred
  • Ten (10) to fifteen (15) years’ experience working in a high-level support-oriented role.
  • Experience working with a Board of Directors and Foundation
  • Proficiency in Windows operating environment, along with current Microsoft Office Suite, database management, and researching via the Internet and web-based electronic resources. Proficiency in Board related software and the ability to learn and use other current applications as needed. 

Core Competencies:

  • Change agent
  • Communication & interpersonal skills
  • Critical thinking & problem solving
  • Customer service
  • Detail-oriented & organized
  • Emotional intelligence
  • Project/task & time management
  • Team player
  • Technical skills

Our commitment to Diversity, Equity, and Inclusion:

VisionLink is fully committed to diversity, equity, and inclusion. We embrace the diversity within our organization and the multi-faceted community we serve. We embrace the principles of equity, fairness, and inclusion, and we remain committed to best practices for providing anyone, anywhere on the vision loss continuum with the education, tools, and wrap-around services that they need to navigate their communities, manage their specific visual challenges, and live their fullest lives.

At VisionLink, we realize that there are many forms of diversity, including racial, gender, sexual identity, cultural, religious, economic, ability, and disability, and we work diligently to be open and welcoming to all. Our work is collaborative – with those we serve, with our professional staff, with healthcare professionals, with community partner organizations, and with other human services agencies regionally and nationally. We believe that this collaborative framework, across disciplines and communities, as well as our commitment to serving those with vision loss makes our organizational efforts more diverse, more equitable, more inclusive, and more sustainable over time.

VisionLink’s Person-Centered Focus:

We believe all individuals participating in VisionLink programming should take part in the development of personal goals tailored to how they wish to live and function with the level of vision they possess. Participants should be supported to learn new skills to help achieve their goals based on the best practices instituted and approved by VisionLink.

VisionLink is an Equal Opportunity Employer:

VisionLink is an equal opportunity employer committed to hiring and professional development practices that embrace the principles of equity, fairness, and inclusion in order to build a diverse staff and support a diverse community.

How to Apply:

Please email a cover letter and CV/resume to the attention of Carrie Robinson at