What are the responsibilities and job description for the Executive + Board Assistant position at Dempsey Centers for Quality Cancer Care?
Job Title: Executive Board Assistant
Reports to: President CEO, Dempsey Center
FLSA Status: Non-Exempt
Hours: 24
Dempsey Center Mission Values
At the Dempsey Center, our mission is to make life better for people impacted by cancer. Our core focus is on meeting our clients where they are and offering care and community that supports them in every part of their journey. We are seeking candidates who are passionate about our mission, eager to support our clients, and who live and model our core values of compassion, teamwork, humility, resilience, commitment, and respect.
Diversity, Equity, and Inclusion at the Dempsey Center
We celebrate diversity, advance equity, and create a culture of respect and belonging built on safety, human dignity, and bravery. The Dempsey Center promotes a culture of inclusion and seeks talented staff from diverse backgrounds. The Dempsey Center encourages applications from qualified candidates of every age, race, national origin, gender, gender identity, sexual orientation, ability, and veteran status.
Position Summary
The Executive Board Assistant supports the administrative functions of the DCQCC President CEO, Board of Directors, and Board Committees. This role leads various administrative functions and serves as a relationship manager to key stakeholders across the organization, in support of advancing the Dempsey Center’s mission to make life better for people impacted by cancer. Below are key functions of this role by content area.
Executive Support (President CEO)
- Provide high-level administrative support to the CEO, which may include managing schedules, correspondence, and travel arrangements.
- Serve as a point of contact between the CEO and internal/external stakeholders, ensuring timely communication and follow-ups.
- Prepare agendas, presentations, reports, and other materials for meetings, ensuring accuracy and professionalism.
- Assist with special projects, research, and strategic initiatives as directed by the CEO.
- Maintain confidentiality and exercise discretion in handling sensitive information.
- Coordinate and manage logistics for internal leadership meetings, including notetaking and action item follow-up.
Board Support Governance
- Serve as the primary liaison between the CEO and the Board of Directors, facilitating communication and coordination.
- Plan and execute all Board and Committee meetings, including scheduling, agenda development, materials preparation, and minutes documentation.
- Manage the Board and Committee portal (BoardEffect) including content, access, and training.
- Ensure compliance with governance policies, bylaws, and best practices, maintaining accurate records and documents.
- Support Board and Committee member engagement, onboarding, and ongoing training to enhance effectiveness.
- Track and follow up on Board-related action items, ensuring accountability and progress.
- Assist in drafting and distributing board communications, including reports and updates.
Qualifications
- Non-profit board governance experience – formally trained/certified or several years of board service/support preferred
- Executive Assistant experience preferred
- Independent, objective, organization-first mindset
- Excellent written and verbal communication skills
Required for all employees:
- Background check
- Annual flu immunization
- COVID-19 vaccination
Licensure, Registration, and Certification
Valid Driver’s License
Language Skills
Ability to read, analyze, and interpret complex documents. Ability to effectively communicate with employees, Board members, donors, prospects, volunteers, consultants, advisors, and members of the community.
Math Skills
Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Computer Operations
Proficiency with or the ability to quickly learn the organizations [specific systems]. Requires intermediate or better proficiency with BoardEffect (board portal), Zoom, Microsoft Teams, Microsoft Office 365 including Word, Excel, and Outlook, or equivalent
Responsibility for Confidential Matters
Works regularly with highly confidential information. Must comply with confidentiality policies and procedures. Utmost discretion and integrity are required for the job.
Adheres to Dempsey Policies Culture
Regularly represents the Dempsey Center and interprets its policies and practices to all types of people within and outside the organization. Assumes responsibility for harmonious relationships. Treats everyone with dignity and respect.
Supervision Received
Receives very general guidance based on broad objectives for the job. Work is conducted in collaboration with others while maintaining alignment with organizational directives and guidelines. Independent judgment is used to achieve assigned objectives.
Dexterity
The job requires motor ability such as the handling or operation of a telephone, personal computer, copy machine, etc.; such operations are not a primary component of the job, nor is speed a basic requirement.