POSITION TITLE:
Board Liaison & Governance Associate

REPORTS TO:
Executive Director & CEO

BASIC FUNCTION:     
Under the direction of the Executive Director, the Board Liaison serves as the primary contact to the Board of Directors regarding meeting logistics, Board materials, reports, special projects, and files.

POSITION RELATIONSHIPS:
Develops and maintains excellent communication with the Executive Director and members of the Board.  Works closely with the Executive Assistant to the Executive Director and members of the Executive Leadership.  

ESSENTIAL FUNCTIONS:            

• Coordinates all logistical details for board and committee meetings, including the scheduling, preliminary mailings, agendas, minutes, and any other special considerations; 
• Records and distributes draft minutes following each Board or Committee meeting; 
• Maintains Board materials, reports, and files; 
• Prepares the Board docket for quarterly meetings;
• Maintains records for all Board standing committees, working groups and task forces, including minutes, bylaws, policies and resolutions; 
• Creates and maintains a calendar of all Board standing committees, working group and task force meetings and events. Initiates drafts for annual calendar and all agendas; 
• Administers the distribution, collection, tabulation and summary reporting of the annual Board assessment and pledge forms; 
• Oversees, or personally conducts research for various Board related initiatives or projects and prepares executive summaries, proposals and/or reports of findings at the direction of the Executive Director; 
  • Maintains up to date lists of trustee and committee member terms. Provides the Governance Committee with up-to-date information on trustee terms, rotation schedules, and open slots for nominating.
  • Creates, maintains, and periodically evaluates a Board matrix. 
  • Drafts, distributes, and amends Board surveys. Keeps track of responses and streamlines data for review by the Governance Committee.
  • Conducts research on best practices in non-profits.
• Prepares materials and keeps track of organizational governance;
  • Drafts amendments to Bylaws and Committee Charters.
  • Drafts and distributes memoranda from the Governance Committee to trustees, Committees, and Committee Chairs.
  • Drafts and review resolutions with the Secretary.
  • Serves as a resource to other departments regarding policies, resolutions, and governance.
• Coordinates all activities for new Board and committee member orientation including scheduling, updating Trustee Handbook, refining all orientation materials and summary reports, and survey follow-up. 
• Creates mailings, newsletters, and other materials for Board members. 
• Coordinates meetings and materials for special projects for the Executive Director such as with the Master Planning design team, and meetings with the Wyeth Foundation for American Art.  Conducts research for events and special projects. 
  • Assists in coordinating special meetings and events, quarterly all staff meetings and leadership team meetings.
  • Takes notes and assists in follow up for action items.
  • Prepares PowerPoint presentations where needed, including for All Staff, and leadership teams, external stakeholder, or special meetings.
• Conducts weekly coordination meetings with the Executive Director and Executive Assistant, evidenced by quick daily updates covering important issues for the day (and for the week), and ensures that all the related activities coincidental to those issues are scheduled, communicated, and/or otherwise handled. 
• Assists in the Executive Office where needed.
  • Assists with the planning and coordination of the annual Pacesetting Benefactors Dinner.
  • Assists with invitation mailings for Museum events.
  • Manages the CEO’s calendar when no assistant is available.
• Serves as virtual meeting support for on-site and off-site meetings for both Board and staff: 
  • Sets up and troubleshoots computer and camera equipment, 
  • Manages virtual attendees, presentations, meeting quality, and meeting recordings. 
• Liaison for the Penguin Court Board of Directors. Schedules meetings, prepares materials for the meetings, coordinates catering and accommodations for trustees and staff members.
• Facilitates and manages the completion of the annual operating plan 
  • Sets timeline for completion of the plan and enforces due dates.
  • Consolidates 7 departmental drafts into final product for Board approval.
  • Tracks completion of the plan throughout the fiscal year and writes quarterly update reports to the Board. 
• Other duties as assigned.  

Essential Requirements:

• Bachelor’s degree or equivalent work experience.
• Proven expertise with technology including Word, Excel, Power Point, Google Docs and familiarity with customer relationship management systems such as Altru or Raiser’s Edge, and logistical support for virtual meetings.
• Ability to deal with confidential matters in a professional manner.
• Ability to multitask and work in a demanding and fast-paced environment.
• Excellent organizational skills.
• Must possess the ability to respond quickly to numerous questions and concerns.
• Ability to foresee issues before they arise and work proactively to solve problems.
• Ability to initiate and complete projects with minimal supervision.
• Warm, professional, positive, and diplomatic demeanor.
• Self-motivated, focused, flexible.
• Professional appearance and mannerisms.
• Excellent oral and written communication skills.
• Excellent spelling, grammar, and editing skills.

To apply, please send your resume and cover letter to Connie Scholz at [email protected]

We are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law. The Brandywine Conservancy & Museum of Art is committed to building a culturally diverse staff.