Senior Manager of Board Services

Job Description

Job DescriptionPosition Summary

The Sr. Manager of Board Services is responsible for providing outstanding staff support – either directly or through supervised staff – to the Board of Directors, Executive Committee, President-Elect Advisory Committee, Planning Committee, Society Rules Committee, Nominating Committee, and Appointments Roadmap Committee.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Attend and support meetings of the Board of Directors and all listed committees
• Develop, finalize, and distribute meeting notices, agendas, and minutes for Board of Directors, Executive Committee and Nominating Committee.
• Following each Board meeting, oversee the updating and posting of Rules of the Board on web site.
• Support and help organize new Board member orientation sessions.
• Support the Society Nominating Committee meetings and deliberations related to the nominating of Board Officers and Directors. Answer questions posed by those participating in Regional Nominating Caucuses.
• Support the President-Elect and Executive Committee during the appointment process for populating Councils and Standing Committees each year. Oversee staff preparation of materials and processes for use in soliciting, collecting data on, and pre-qualifying candidates for use with elections and appointments. Processes include tracking selections, replacements, notifications and rosters.
• Either directly or through supervised staff, manage/implement projects that support the above responsibilities, such as thank-you letters to employers; preparation and issuance of BOD letter ballots; preparation of individualized report forms for councils and other groups; maintaining committee service records; preparation of individualized worksheets for all regions; providing certificates of appreciation for outgoing Board members and committee chairs; providing lapel pins for President, the outgoing President, Board members and the President's spouse.
• Supervise maintenance of electronic and paper files of historical records, noting the legal requirements for keeping records related to Board of Director meetings.
• Perform ongoing maintenance and updating of all Board, Executive Committee and listed committee documents posted online.
• Complete miscellaneous work as assigned by the Board of Directors, Executive Committee or Executive Vice President.
• Assist with planning/coordinating Executive Committee retreat. Organize communications, prepare meeting materials, attend meetings.
• Track and follow up on Executive Committee and Board of Director action items immediately following meetings and in between meetings.
• Update and maintain Executive Committee and Board of Director and communication platforms – Basecamp, WhatsApp.
• Primary point of contact for all communication with the Executive Committee and Board of Directors.
• Periodic travel is required to support organizational objectives, participate in professional development opportunities, and attend meetings or events as needed.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• College degree, preferably in business administration or liberal arts.
• Strong managerial skills.
• Outstanding written and oral communication skills.
• Working knowledge of a variety of electronic communication programs.
• Experience in not-for-profits and supporting leadership teams is desirable.
• Parliamentarian skills are a plus.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, and handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship.

ASHRAE is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations as applicable.