Executive Assistant and Board Relations Coordinator

St. Mary's Healthcare System for Children; Uniondale (NY); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Excellent benefits

Generous paid time off

Tuition reimbursement

Life insurance

Flexible spending accounts

403(b) retirement plan

Job summary

St. Mary’s Healthcare System for Children is seeking an experienced executive assistant to provide comprehensive support to the CEO and to facilitate Board governance activities at our Bayside campus.

The role requires handling sensitive information with discretion, coordinating complex schedules, and preparing board materials. You will interact with senior leaders and ensure alignment with organizational priorities in a fast-paced nonprofit healthcare environment.

Qualifications

• Bachelor's degree required; Master’s degree or relevant certification preferred.
• Minimum 5–7 years of experience supporting senior executives and/or Board governance.
• Experience in healthcare or nonprofit organizations strongly preferred.

Responsibilities

• Provide high-level administrative support to the CEO, including calendar management, meeting coordination, and prioritization of executive commitments.
• Prepare and manage correspondence for the CEO, including emails, presentations, and reports.
• Coordinate meetings involving the CEO, including briefing materials and follow-up tracking.
• Support CEO-driven initiatives, projects, and organizational priorities with discretion.
• Serve as the central liaison between the Board, CEO, and senior management; communicate directives and updates.

Skills

Time management

Written communication

Verbal communication

Discretion & confidentiality

Project coordination

Education

Bachelor's degree

Master’s degree or relevant certification preferred

Tools

Microsoft Office

Executive/board management tools

Job description

Position Summary

This role provides high-level administrative and operational support to the Chief Executive Officer. This role also assists between the Board of Directors and organizational leadership for a mid-sized nonprofit healthcare organization (approximately 1,200 employees) located at our Bayside campus.

Brief Description

This role provides high-level administrative and operational support to the Chief Executive Officer. This role also assists between the Board of Directors and organizational leadership for a mid-sized nonprofit healthcare organization (approximately 1,200 employees) located at our Bayside campus.

This position ensures the effective coordination of Board governance activities while supporting executive-level priorities, communications, and strategic initiatives. The role requires exceptional discretion, professionalism, and organizational effectiveness in a fast-paced healthcare environment.

Key Responsibilities

Administrative Support to the CEO

• Provide direct administrative support to the CEO, including calendar management, meeting coordination, and prioritization of executive commitments.
• Prepare and manage correspondence on behalf of the CEO, including emails, presentations, and reports.
• Coordinate internal and external meetings involving the CEO, including preparation of briefing materials and follow-up tracking.
• Support execution of CEO-driven initiatives, projects, and organizational priorities.
• Manage sensitive and confidential information with the highest level of discretion.
• Serve as a gatekeeper to optimize the CEO’s time, ensuring alignment with organizational priorities.

Board Administration & Governance Support

• Coordinate all Board and Board committee meetings, including scheduling, logistics, and materials preparation.
• Develop and distribute Board agendas, packets, and meeting materials in collaboration with executive leadership.
• Maintain official Board records, including minutes, resolutions, bylaws, and governance documents.
• Ensure Board operations align with regulatory, legal, and accreditation requirements.

Communication & Executive Coordination

• Serve as the central liaison between the Board, CEO, and senior management.
• Facilitate timely communication of Board directives, action items, and leadership updates.
• Support preparation of board-level presentations, dashboards, and executive reports.
• Ensure consistency, professionalism, and confidentiality in all communications.

Meeting & Committee Support

• Attend all Board and applicable committee meetings; record, finalize, and distribute minutes.
• Track and monitor action items, ensuring timely follow-up across leadership teams.
• Support committee chairs and executive sponsors in meeting preparation and execution.

Governance, Compliance & Organizational Alignment

• Monitor adherence to governance policies, bylaws, and nonprofit best practices.
• Coordinate Board onboarding, orientation, and continuing education.
• Maintain Board calendars, terms, and committee assignments.
• Support conflict-of-interest disclosures and governance documentation.

Strategic & Operational Support

• Assist the CEO and executive team in aligning Board priorities with organizational strategy.
• Coordinate the annual Board calendar, including retreats, evaluations, and strategic planning sessions.

Confidentiality & Professional Standards

• Maintain strict confidentiality of Board discussions and executive-level information.
• Exercise sound judgment, discretion, and professionalism in all interactions.
• Represent the organization effectively with internal and external stakeholders

Requirements

Education & Experience

• Bachelor’s degree required; Master’s degree or relevant certification preferred.
• Minimum 5–7 years of experience supporting senior executives and/or Board governance.
• Prior experience in healthcare or nonprofit organizations strongly preferred.

Skills & Competencies

• Exceptional organizational and time management skills.
• Advanced written and verbal communication skills, including board-level materials.
• Strong ability to manage competing priorities and work independently.
• High level of discretion, judgment, and confidentiality.
• Proficiency in Microsoft Office and executive/board management tools.

Core Competencies

• Demonstrates organizational awareness and alignment with mission.
• Exhibits strong interpersonal and communication effectiveness.
• Maintains professionalism, accountability, and initiative.
• Operates with a high degree of accuracy and attention to detail.
• Builds collaborative relationships across leadership and departments

Summary

Join our fabulous team of professionals where big hearts help little patients!

We RECOGNIZE ability and REWARD excellence. We offer a competitive salary and generous benefits:

• Excellent individual/family benefits
• Generous paid time off
• Tuition reimbursement
• Life insurance
• Flexible spending accounts
• 403(b) retirement plan

St. Mary’s Healthcare System for Children is committed to nurturing a compassionate environment that welcomes all children, young adults, families, and staff; built on the belief that what makes us different makes us stronger, and provides unity throughout our community.

St. Mary’s Healthcare System for Children is an Equal Opportunity Employer M/F/D/V/SO