Administrative and Board Support Coordinator

Central Oregon Veterans Outreach; Bend (OR); On-site; USD 42,000 - 54,000; Full time

Job summary

Central Oregon Veterans Outreach is seeking an Administrative and Board Support Coordinator to work under the Executive Director. You will handle administrative coordination for board and committee activities, and maintain records, communications, meetings, and action tracking with discretion and confidentiality.

Responsibilities include calendar management, preparing minutes, distributing materials, and coordinating board logistics.

Qualifications

• High school diploma or equivalent; associate or bachelor's degree preferred.
• At least two years administrative, executive support, or office coordination experience; nonprofit or Board-support preferred.
• Strong written communication, proofreading, organization, scheduling, and records-management skills.
• Ability to prepare meeting materials and draft minutes that distinguish discussion, motions, votes, assignments, and formal decisions.
• Proficiency with Microsoft 365 or Google Workspace and ability to learn document-management systems.

Responsibilities

• Provide administrative support exclusively under the supervision and direction of the Executive Director.
• Manage calendars, appointments, meeting logistics, correspondence, and routine follow-up.
• Maintain organized electronic and paper records using approved filing, retention, confidentiality, and access-control practices.
• Prepare, proofread, format, and distribute correspondence, reports, forms, presentations, and internal documents.
• Receive and route inquiries professionally, escalating sensitive, legal, personnel, financial, or client matters to the appropriate authority.
• Track deadlines, recurring filings, policy review dates, contracts, and assigned action items.
• Support purchasing, invoice routing, data entry, supply management, and other routine office processes within approved controls.
• Assist with special projects and cross-functional administrative needs only as assigned or approved by the Executive Director.
• Coordinate Board and committee meeting schedules, notices, room or virtual access, attendance information, and other meeting logistics as assigned by the Executive Director.
• Collect materials from authorized contributors and assemble agendas and Board packets at the direction of the Executive Director, consistent with the bylaws and Board-approved procedures.
• Distribute meeting materials securely and on schedule, while maintaining appropriate access and confidentiality controls.
• Attend meetings as assigned to record proceedings and prepare draft minutes for review, correction, and formal approval by the Board or committee.
• Maintain official governance records, including approved minutes, resolutions, policies, committee rosters, governing documents, and Board-approved actions.
• Maintain an action-item tracker showing the responsible party, due date, status, and completion evidence, without independently assigning Board or staff responsibilities.
• Support Board orientation, annual disclosures, conflict-of-interest documentation, acknowledgments, training logistics, and the governance calendar as assigned by the Executive Director.
• Route potential conflicts of interest, compliance concerns, and questions about authority to the Executive Director without making legal or governance determinations.
• Help preserve a clear record of what was discussed, delegated, approved, and completed.

Skills

Written communication

Proofreading

Organization

Scheduling

Records management

Discretion

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Microsoft 365

Google Workspace

Job description

Position Summary

The Administrative and Board Support Coordinator works exclusively under the supervision and direction of the Executive Director. The position provides administrative support to the Executive Director, including administrative coordination related to Board and committee activities. The employee coordinates records, communications, meetings, action tracking, and routine office functions assigned by the Executive Director.

Governance boundary:

This role supports Board processes only through assignments from the Executive Director. Board members and Board officers do not directly supervise, evaluate, discipline, or assign work to this employee. Board requests for staff assistance must be directed through the Executive Director. The role does not exercise Board authority, make governance decisions, vote, independently direct organizational staff, provide legal advice, or assume fiduciary duties assigned to directors under the bylaws or applicable law.

Essential Duties and Responsibilities

Administrative and Operational Support

• Provide administrative support exclusively under the supervision and direction of the Executive Director.
• Manage calendars, appointments, meeting logistics, correspondence, and routine follow-up.
• Maintain organized electronic and paper records using approved filing, retention, confidentiality, and access-control practices.
• Prepare, proofread, format, and distribute correspondence, reports, forms, presentations, and internal documents.
• Receive and route inquiries professionally, escalating sensitive, legal, personnel, financial, or client matters to the appropriate authority.
• Track deadlines, recurring filings, policy review dates, contracts, and assigned action items.
• Support purchasing, invoice routing, data entry, supply management, and other routine office processes within approved controls.
• Assist with special projects and cross-functional administrative needs only as assigned or approved by the Executive Director.

Board and Governance Support

• Coordinate Board and committee meeting schedules, notices, room or virtual access, attendance information, and other meeting logistics as assigned by the Executive Director.
• Collect materials from authorized contributors and assemble agendas and Board packets at the direction of the Executive Director, consistent with the bylaws and Board-approved procedures.
• Distribute meeting materials securely and on schedule, while maintaining appropriate access and confidentiality controls.
• Attend meetings as assigned to record proceedings and prepare draft minutes for review, correction, and formal approval by the Board or committee.
• Maintain official governance records, including approved minutes, resolutions, policies, committee rosters, governing documents, and Board-approved actions.
• Maintain an action-item tracker showing the responsible party, due date, status, and completion evidence, without independently assigning Board or staff responsibilities.
• Support Board orientation, annual disclosures, conflict-of-interest documentation, acknowledgments, training logistics, and the governance calendar as assigned by the Executive Director.
• Route potential conflicts of interest, compliance concerns, and questions about authority to the Executive Director without making legal or governance determinations.
• Help preserve a clear record of what was discussed, delegated, approved, and completed.

Required Qualifications

• High school diploma or equivalent; associate or bachelor's degree in business administration, nonprofit management, public administration, or a related field preferred.
• At least two years of administrative, executive support, office coordination, or comparable experience; nonprofit or Board-support experience preferred.
• Strong written communication, proofreading, organization, scheduling, and records-management skills.
• Ability to prepare accurate meeting materials and draft minutes that distinguish discussion, motions, votes, assignments, and formal decisions.
• Proficiency with Microsoft 365 or Google Workspace and the ability to learn document-management, meeting, and task-tracking systems.
• Sound judgment, discretion, and demonstrated ability to handle confidential information.
• Ability to manage competing deadlines, clarify priorities, and follow established policies and approval processes.

Preferred Qualifications

• Experience supporting a nonprofit Board of Directors or public governing body.
• Familiarity with bylaws, committee structures, conflicts of interest, records retention, and nonprofit governance practices.
• Experience working in human services, veterans services, or another mission-driven environment.