Board Liaison & Donor Relations Officer (Relocation Assistance Available!)

WIBR Whitehead Institute for Biomedical Research; United States; On-site; USD 80,000 - 100,000; Full time

Job summary

The WIBR Whitehead Institute for Biomedical Research is seeking a Board Operations and Governance Coordinator responsible for overseeing the operational coordination and administration of the Board of Directors. This role includes executing board governance processes, handling documentation, and ensuring compliance.

Candidates should possess a Bachelor's degree and extensive experience in administrative support, preferably in a nonprofit environment. The position offers a competitive salary range of $80,000 – $100,000.

Qualifications

• Minimum 7–10 years of relevant administrative or governance support experience.
• Ability to interpret bylaws and governance documents.
• Strong interpersonal skills to build relationships.

Responsibilities

• Manage timelines and logistics for board meetings.
• Ensure compliance with governance requirements.
• Support donor engagement and stewardship activities.

Skills

Project management

Excellent written communication

Governance knowledge

Organizational skills

Discretion

Education

Bachelor’s degree

Advanced degree preferred

Tools

Microsoft Office

Board-management software (e.g., Diligent)

Job description

Job Summary

Responsible for operational coordination and administration of the Board of Directors and its committees, reporting directly to the Vice President of External Relations.

The role executes board governance processes in alignment with the Vice President and Board Chair, ensuring timely preparation of board materials, minutes, and governance documentation, including bylaws and committee charters. Serves as a liaison to the Board Chair and members, ensuring compliance with governance requirements and supporting the integrity of board operations. Provides operational support for donor engagement and stewardship activities, coordinating documentation and continuity across key relationships.

Responsibilities

• Board Meeting Administration: Develop and manage timelines for all board and committee meetings; coordinate internal deadlines, send reminders; oversee compilation and dissemination of materials; maintain distribution lists; verify quorum; draft minutes; coordinate with events staff for annual meeting and dinners; handle travel arrangements.
• Governance Documentation & Record Integrity: Maintain knowledge of bylaws, charters, and governance documents; ensure processes follow governing documents; maintain version control; handle official corporate records via Diligent; manage corporate seal; coordinate with legal counsel as needed.
• Governance Calendar, Operations & Compliance Management: Maintain annual governance calendar; track director terms and rotation schedules; manage committee assignments; handle conflict-of-interest disclosures; manage board budget and expenses; oversee onboarding/off-boarding of board members; coordinate Form 990 dissemination; prepare formal resolutions for departing members; update board-related website content.
• Board & Committee Support: Liaise with board and committee chairs on logistics, documentation, and governance procedures; respond to inquiries and escalations; coordinate faculty speaker invitations; support donor and institutional activity engagement.
• Donor Relations & Stewardship Support (≈ 30% time): Support donor engagement beyond the board; organize visits, briefings, small-scale cultivation; prepare materials; track interactions and follow-ups; coordinate logistics; support leadership preparation for donor interactions.

Qualifications

• Bachelor’s degree required; advanced degree in business administration, public administration, law, or related field preferred.
• Minimum 7–10 years of progressively responsible administrative, governance, or executive-level support experience, preferably in a nonprofit, academic, or research environment.
• Demonstrated knowledge of corporate governance principles and board administration practices; ability to interpret bylaws and governance documents with sound judgment.
• Experience working with legal counsel and senior leadership on governance matters.
• High discretion and ability to manage confidential information.
• Strong organizational and project‑management skills; ability to manage multiple timelines and stakeholders.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (PowerPoint, Excel, Word); ability to create professional presentations and briefing materials.
• Proficiency with board-management software platforms (e.g., Diligent) and standard office technologies preferred.
• Strong interpersonal skills and ability to build effective working relationships with board members, senior leadership, faculty, and staff.

Compensation

Pay Range: $80,000 – $100,000 (base salary only; does not include benefits or other compensation)

EEO Statement

Whitehead Institute is an E-Verify employer.