Assistant to the Director of Board Governance and Relations

24700 McBean Parkway Valencia
Valencia, CA 91355
United States

Experience Required
Employment Type
Work Schedule

Job Description



The Assistant to the Director of Board Governance and Relations is responsible for providing specialized support to the Board of Trustees of the California Institute of the Arts and will serve as the key coordinator for work pertaining to the Board, its committees, and their quarterly meeting operations. At the direction of the Director of Board Governance and Relations, this work will include scheduling, coordination of materials (including agendas, minutes, or other support materials), and ensuring that said materials are securely managed and distributed timely and appropriately. This position also works with the Director on planning and coordinating content for Trustee meetings, including an annual retreat. Key proficiencies include the ability to exercise sound judgment, strong attention to detail, confidentiality, strong and deft written and verbal communications, flexible schedule, foresight, and strength with planning and events. Experience and interests should include strong working knowledge of governance best practices and issues affecting nonprofit organizations, higher education, and the arts; and Board education and training.

The selected candidate must possess the ability to work independently on projects, from conception to completion, and must be able to work under the pressure of deadlines and be able to handle a wide variety of activities simultaneously and confidential matters with discretion.



Online and in-person meeting coordination; managing an active calendar of appointments and deadlines; maintaining files; composing and preparing correspondence; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; coordinating Trustee giving functions with the Office of Advancement; compiling documents for travel-related meetings; organizing and coordinating the plans for Board orientation and Board education. Independent work will include: monitoring deadlines, following up regularly on delegated tasks and providing appropriate reminders; coordinating the distribution of meeting materials, or other information from the Office of the President, both internally and externally. Routine work will include note-taking at meetings, transcribing meetings and minutes, photocopying/scanning, distributing materials, ordering publications, and maintaining supplies and equipment (including presentation materials and technology). Devises and maintains an electronic system of official files and board records for the Director of Board Governance and Relations who is the Secretary of the Board.

Job Requirements
• Intermediate to expert proficiency in Microsoft Word, Excel, and PowerPoint (Microsoft Office) software
• Intermediate to expert proficiency in the use of the full Google Suite (Gmail, Google Calendar, Google Docs, Google Sheets, Google Slides, Google Drive, etc.)
● 2-4 years database use experience (understanding and manipulating data from queries, preparing data for upload, etc.)
● Some knowledge of CRM user experience, SalesForce-based applications preferred
● Intermediate to expert experience and comfort with presentation technologies (e.g. Zoom meeting and telephony platform, projectors and collaboration software and hardware, etc.)
• Strong writing, editing, and proofreading skills.
• Intermediate to expert knowledge of business correspondence and reports; meeting minutes; and board resolutions.
• Ability to quickly and effectively gather information by means of interviews, web or database research, etc.
• Ability to organize cross-departmental information for effective presentation in publications, websites, and other media.
• Highly organized with strong attention to detail and a high degree of flexibility.
• Ability to successfully manage multiple priorities in a deadline-driven environment.
• Ability to meet deadlines while maintaining good relations with colleagues.
• Experience with Adobe Creative Suite tools to manage the preparation of previously designed materials (Significant proficiency with Acrobat; skills with Photoshop, Illustrator, InDesign, etc. desired).
• Experience with the use of the aforementioned apps and services on mobile devices.
• A minimum of 2 years of experience relating with senior or trustee-level executives is desired.
• Project coordination or project management experience is desired.
• Design/materials preparation experience is desired.
• Some production, events planning, and/or communications experience is desired.


High School diploma and 4-7 years of demonstrated, progressively responsible experience in administrative and clerical work, ideally serving a board of directors/trustees, is required; alternately an earned undergraduate degree and at least 3-years of experience in the same is required. Experience in higher education, and supporting boards of trustees in higher education, is a plus.

How to Apply
To Apply: This position is open until filled, but for full consideration: Follow the Interfolio link below.

Liz Clements
24700 McBean Parkway Valencia
CA 91355
United States