Officer, Board Services

  • Job posted by The Pew Charitable Trusts

Job Type

Full Time

Published

08/07/2018

Address

Philadelphia
Pennsylvania
United States

Description

The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life. We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.

Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause, and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.

With offices in Philadelphia, Washington, DC, Australia, Brussels and London and staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.

Legal Affairs
The Legal Affairs department is responsible for a wide and growing variety of general corporate legal and risk management matters, in addition to overseeing relationships with outside counsel, and managing board communications and relations. The department's work continues to grow based on Pew's change from private foundation to public charity status in 2004, enabling a dramatic expansion of Pew's charitable activities, and increasing the amount and complexity of the department's work. Legal Affairs provides legal advice to the board, senior management, and staff regarding all of the institution's activities, from operating projects to fund-raising to grant making. The department is also involved in the design and development of new policies and procedures affecting Pew's operations. The Legal Affairs department is currently comprised of 32 individuals, including 19 legal staff, five compliance staff, and eight board services staff.

Board Services
The Board Services unit is part of the Legal Affairs department. The Board Services team is a high performing and high-volume unit that manages the board of directors' quarterly meetings, retreats, and learning trips, oversees the creation and review of board documents, conducts organization-wide and individualized trainings for staff, facilitates the institution's communications with the board, and serves as a resource for Pew staff on board-related matters.

The Position
The Officer is a key position within the Board Services team, working most closely with the Director, Board Services, a Principal Associate, an Associate, and a Coordinator in ensuring high quality communications, event planning, and project management related to the board of directors. The position also collaborates with three staff on the team who manage the creation and publication of board books. In addition, this position serves as liaison to the board of directors and the on-site staffer for their four quarterly meetings and annual retreat. The Officer reports to the Director, Board Services.



Responsibilities
  • Work closely with the Director, Board Services, and oversee the Associate and Coordinator in managing the quarterly board meetings including all logistical arrangements (travel and lodging, special events, catering, AV; serve as point person for hotel, restaurant, venue, and transportation sales representatives). Work closely with all parties involved to ensure proper communication and event execution. During board meetings and retreats, directly manage all on-site arrangements and coordinate participation of directors, senior management, and staff. Provide direct staffing to the CEO, general counsel, and board members during meetings.
  • Serve as the main point of contact for board communications and inquiries. Ensure the board is supported efficiently and effectively and all board related-events are well-organized and seamlessly executed. Collaborate closely with the Principal Associate whose responsibilities include coordinating the annual board retreat and annual board learning trips.
  • Ensure effective communications—both written and verbal—for smooth workflow and collaborative relationships across Pew, and with the board of directors and external constituents. Draft high-level board materials and correspondence including quarterly meeting and retreat documents and correspondence from the CEO. Conduct research and edit the work of other colleagues.
  • Coordinate 4-8 board learning sessions held during quarterly meetings including ensuring that session ideas are being generated at the executive level, working with other departments to identify topics and speakers and preparing background materials for the board, coordinating speakers, executive and staff attendance, ensuring all logistics are well executed, handling honoraria and expense reimbursements and maintaining ongoing tracking chart.
  • Oversee Associate in tracking board book deliverables, deadlines, board travel details, logistics, and all issues related to board meetings; and prepare a detailed briefing memo and file for the CEO in advance of each meeting.
  • Collaborate with members of the team who manage and publish the quarterly board meeting and annual retreat books via Pew's SharePoint-based system, Agenda Central, and our board portal, Diligent. Ensure other departments responsible for deliverables submit documents on schedule; review draft materials for consistency, formatting, and general content. Coordinate CEO's review and related editing process via Agenda Central.
  • Oversee Associate in the management of board-related expenses including board director fee payments and expense reimbursements, and payments to vendors. With director, Board Services, and team members, develop and manage annual budget for board meetings and related expenses.
  • Manage the board follow-up process. Work closely with the director, Board Services, and general counsel in developing quarterly lists, ensuring completion of assignments, conducting research on board requested topics and composing memos.
  • Manage the coordination and electronic posting of board-related mailings to ensure accuracy of content and timeliness. Alert the board as needed when new items are available for review.
  • Ensure special projects are initiated, supported, and implemented to have maximum impact.
  • Contribute to the maintenance of the centralized board directory, a shared electronic filing system for archiving of board-related documents.

Requirements
  • Bachelor's degree required.
  • At least eight years of applicable professional experience. Preferably experience with board-relations and/or event management.
  • Strong project management skills, including ability to prioritize tasks, handle multiple assignments, often under deadline, and work calmly under pressure while maintaining a high level of organization. Develops and moves projects forward with a high degree of independence. Able to establish a sound course of action to ensure project completion. A task oriented style, with high attention to detail and a focus on achievement and process.
  • Superior writing and editing skills; ability to write well and accurately in fast-paced environment, as well as to write in another's voice, to adapt to different writing styles, and to edit the work of others. Ability to synthesize material quickly, to focus on the essence of an issue and to address it both verbally and in writing. Excellent knowledge of grammar and usage is critical.
  • Demonstrated strong research and analytical skills. Ability to investigate an issue, ask appropriate questions and recommend alternative resolutions as appropriate. Resolves problems creatively and logically. Exhibits judgment in practical matters and critical decisions, choosing wisely after contemplating various courses of action.
  • Strong customer service orientation and interpersonal skills—ability to establish credibility and interact productively and collaboratively with others in a team environment. Builds and leverages relationships within and external to Pew to assemble networks to influence positive outcomes.
  • Strong sense of diplomacy and understanding of organizational dynamics to manage complex relationships with colleagues tactfully and effectively. This includes the ability to listen, distill information, consult with and suggest new approaches. Takes pride in work without requiring public recognition for contributions. Maturity and confidentiality, as befitting a member of the Board Services team.
  • Demonstrated proficiency in Windows Office, Microsoft Word, SharePoint, Excel, PowerPoint, Adobe Pro and Outlook preferred. Ability to quickly learn and master software specific to the department or institution. Familiarity with Diligent, the board portal for digital communications, preferred.

Travel
Occasional travel to Washington, DC required.

Total Rewards
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

PI103746573

Professional Level

Professional

Minimum Education Required

4-year degree


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