Governance and Operations Coordinator

HL7 International; Ann Arbor (MI); On-site; USD 48,000 - 70,000; Full time

Job summary

HL7 International is seeking a Board & Operations Coordinator to support governance, meetings, and leadership coordination. Reporting to the COO and collaborating with the CEO, you will own the day-to-day execution of board governance, committee operations, and interactions with senior leaders.

This early-career role rewards organization, tech-savviness, and a proactive mindset. You will anticipate needs, build systems around responsibilities, and ensure meetings run smoothly, with accurate

Qualifications

• 2–5 years of experience in an operations or project-focused role; nonprofit/association Board experience is a plus.
• Proven ability to manage multiple priorities in a fast-moving environment and follow through.
• Tech-savvy; comfortable learning and using AI tools and Microsoft 365 suite (Outlook, SharePoint, Teams).
• Excellent written communication skills with minimal oversight.
• High attention to detail and a track record of delivering.
• Comfortable working with senior leaders and exercising good judgment on priorities and escalation.
• Self-starter who identifies needs, proposes solutions, and takes initiative.

Responsibilities

• Coordinate the full lifecycle of Board and Board Committee meetings: scheduling, agenda, document prep, and distribution.
• Produce accurate meeting minutes and ensure filing, version control, and accessibility of governance documents.
• Track action items from meetings; follow up with owners and keep leadership informed of deadlines.
• Maintain governance calendars and anticipate conflicts to keep meetings on schedule.
• Coordinate governance communications across committees—announcements, elections, bylaw-related correspondence.
• Manage end-to-end logistics of governance elections and voting processes.
• Maintain rosters and governance documentation; ensure materials are up to date and easy to find.
• Draft clear communications for the CEO and COO for governance outreach.
• Coordinate scheduling and logistics for meetings with external partners and stakeholders.
• Prepare briefing materials, agendas, and summaries for leadership meetings.
• Track commitments with partners and ensure timely follow-through; flag risks.
• Handle recurring coordination tasks and prepare briefs, pre-reads, and follow-ups.
• Arrange domestic and international travel for executive leaders and manage itineraries.
• Prepare and submit expense reports on time, tracking receipts and compliance.

Skills

Operations experience

Multitasking

Tech-savvy

Written communication

Attention to detail

Stakeholder management

Self-starter

Tools

Microsoft 365

Outlook

SharePoint

Teams

Zoom

Job description

BOARD & OPERATIONS COORDINATOR

HL7 International is a global, member-driven non-profit dedicated to advancing healthcare data interoperability. The organization is accredited by the American National Standards Institute (ANSI) as an international Standards Development Organization (SDO). Our widely adopted standards and frameworks are the foundation of health information exchange worldwide, enabling data to be shared, accessed, and applied to improve health outcomes and system performance.

We are entering an exciting new chapter of growth and transformation. Our strategic vision emphasizes brand recognition, revenue diversification and growth, and the ability to innovate in response to emerging healthcare challenges.

Position Summary

The Board & Operations Coordinator is a newly created role at HL7 International, established to bring dedicated focus to the day-to-day execution that keeps our Board governance, committee and working group operations, and leadership coordination running smoothly. Reporting to the COO and working closely with the CEO, this is a high-ownership position for someone who thrives on keeping complex, multi-stakeholder work organized, on track, and ahead of the curve.

This is an early-career opportunity for someone who is highly organized, tech-savvy, and energized by being the person who makes things happen. Youdont wait to be told what needs to happen — you anticipate it, consult and collaborate across functions as needed, build the systems around your responsibilities, and own the outcome.

HowYou'llMake anImpact

In this role, you will become a key part of the operational backbone of HL7’s governance and executive functions. Because you own this work, HL7 executive leadership can stay focused on strategy, growth, and leadership — confident that Board and committee meetings are running smoothly, governance deadlines are never missed, and every partner interaction is well-coordinated.

Success in your first year looks like this: you are effectively running the Board calendar, risk and issues with key initiatives are being tr tracked, meeting minutes are accurate, professional, and delivered on time; governance processes like elections and committee communications go off without a hitch; and leadership consistently relies on you to handle the coordination of operational tasks.

Board and Committee Meeting Coordination

• Coordinate the full lifecycle of HL7 Board and Board Committee meetings: scheduling, agenda coordination, document preparation, and timely distribution to all participants.
• Produce accurate, polished meeting minutes and ensure proper filing, version control, and accessibility of governance documents.
• Track action items from Board and committee meetings; follow up proactively with owners and keep leadership informed of open items and deadlines.
• Maintain governance calendars, anticipate conflicts or gaps well in advance, and keep all meetings running on schedule.

Governance Communications & Elections

• Coordinate governance communications across HL7’s committees, working groups, and broader community — including meeting announcements, voting processes, elections, and bylaw-related correspondence.
• Manage the end-to-end logistics of HL7’s governance election and voting processes.
• Maintain current rosters, committee membership records, and governance documentation; ensure all materials are organized, up to date, and easy to find.
• Draft clear, professional communications on behalf of the CEO and COO for governance-related outreach.

Partner & Stakeholder Meeting Coordination

• Coordinate scheduling and logistics for meetings between HL7 leadership and external partners, member organizations, and stakeholders.
• Prepare briefing materials, agendas, and follow-up summaries so leadership walks into every meeting prepared and leaves with clear next steps documented and tracked.
• Track commitments made with partners and ensure timely follow-through; flag anything at risk of slipping.

Executive Task & Priority Coordination

• Take recurring coordination tasks — research, drafting, scheduling, tracking, and follow-up — and execute them reliably.
• Prepare briefs, pre-reads, and follow-ups.
• Arrange domestic and international travel for executive leaders — flights, hotels, ground transportation, and itineraries — anticipating needs and handling changes as needed.
• Prepare and submit expense reports accurately and on time, tracking receipts and ensuring compliance with HL7's policies.
• Manage open action item queues; track risks and issues with Board or other initiatives as assigned; provide regular status updates and proactively surface anything that needs their attention.
• Identify patterns in recurring requests and build lightweight tools, templates, or processes to handle them more efficiently over time.
• Exercise sound judgment about what to handle independently vs. what to escalation — and communicate clearly either way.

Required Skills and Qualifications

• 2–5 years of experience in an operations, coordination, or project-focused role; experience supporting a nonprofit or association Board is a plus.
• Proven ability to manage multiple priorities in a fast-moving environment and consistently follow through.
• Tech-savvy and comfortable learning and using new tools quickly; familiarity with various AI tools, Microsoft 365 (Outlook, SharePoint, Teams), Zoom, and shared document platforms is expected.
• Excellent written communication skills — you can produce a crisp, professional email or summary document with minimal oversight.
• High attention to detail and a reputation for getting things done.
• Comfortable working with senior leaders and exercising good judgment about priorities and escalation.
• Self-starter who figures things out, proposes solutions, and takes initiative.