Board Secretary & Executive Assistant

The Board Secretary & Executive Assistant provides high-level, confidential administrative support to the Executive Director (ED), UIPA Board of Directors, and senior staff. This role serves as the primary custodian of board governance, ensuring that all meetings of the UIPA Board, or designated sub committees (including the UIPA Finance & Audit Committee and the Authority Infrastructure Bank (AIB) Loan Approval Committee), and the Crossroads Public Infrastructure District (PID), and comply with the Utah Open and Public Meetings Act (OPMA). Additionally, as a designated UIPA Records Officer, this position is a backup to the Marketing & Communications Director to manage the intake and fulfillment of public records requests under GRAMA.

II. ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Board Governance & Statutory Compliance: Coordinates with the Board Chair and ED to create meeting agendas. In coordination with the compliance team, ensures proper public notification of all meetings and relevant agenda items on the Utah Public Notice Website, the UIPA Website, and via email to affected taxing entities in strict compliance with OPMA, UIPA statutory requirements, and internal UIPA policy.
• Board & Committee Meeting Operations: Organizes meeting preparation including location suitability, audio/visual compatibility, online accessibility, and official document management. Provides meeting chairperson with documentation needed for smooth meeting flow and obtains needed signatures confirming the body’s official actions. Coordinates meeting logistics, including catering, essential supplies, and room scheduling and configuration, to ensure a professional and seamless meeting environment and proactively troubleshoots audio/visual or technical issues to ensure a professional environment for both in-person and remote participants.
• Minutes & Documentation: Attends all board and committee meetings to record and compile official minutes. Produces draft and final formats for public sharing and permanent record-keeping. Produces required audio and video recordings of meetings for public distribution and internal, protected records. Ensure meetings are compliant with the Open Public Meetings Act (OPMA). Maintains a searchable repository of signed board resolutions and ordinances.
• Board Member Onboarding & Offboarding: Managing the process for new board appointments, including orientation materials, governance training (on OPMA/GRAMA), and ensuring the completion of disclosures.
• Executive Support & Liaison: Manages the Executive Director’s complex professional calendar, including appointments, high-level meetings, and travel logistics. Acts as a "gatekeeper" by screening calls and visitors, and delegating action items to appropriate staff. Processing travel reimbursements, meeting stipends, or per diem payments for the executive director and board members, when applicable.
• Records Officer & GRAMA Administration: Serves as a backup certified UIPA Records Officer. Receives, tracks, and responds to Government Records Access and Management Act (GRAMA) requests promptly and in accordance with state statutes and UIPA confidentiality standards.
• Multi-Board Coordination: Provides administrative oversight for various subsidiary entities, including the UIPA Finance & Audit Committee Crossroads, Crossroads Public Infrastructure District, and the AIB Loan Approval Committee. Sets locations, enables electronic participation (Zoom/Google Meets, etc.), and ensures all statutory posting requirements are met.
• Office & Staff Administration: Assists senior staff with specialized administrative tasks. Drafts and edits reports, and electronic correspondence for both internal and external stakeholders.
• Stakeholder Relations: Greets and assists high-profile visitors, including government officials and private partners, ensuring a professional and hospitable environment at the UIPA central office.
• Legislative Tracking/Awareness: A requirement or competency regarding the ability to track state legislative sessions, particularly when they involve laws that impact the authority’s mandate or operation.

III. CORE COMPETENCIES

The following competencies represent the specialized knowledge and behaviors required for success in this role, including specific skills and behavioral traits.

• Governance Expertise: Comprehensive knowledge of OPMA, UIPA statute, GRAMA requirements, parliamentary procedure, and the ability to apply these rules to complex meeting schedules.
• Executive Diplomacy: The ability to handle sensitive information with absolute discretion and communicate effectively with diverse stakeholders (Board members, Mayors, Legislators).
• Meticulous Record-Keeping: Knowledge of clerical procedures, professional written communication , and record management systems to ensure data integrity.
• Problem Sensitivity: The ability to tell when something is wrong or likely to go wrong (e.g., a meeting notice error) before it becomes a statutory violation.
• Information Ordering: Proficiency and proactivity in arranging complex calendars, agendas, and files according to specific patterns or patterns of importance.
• Collaborative Agility: The ability to work effectively across the organizations to synthesize information for board and other agendas, even when dealing with shifting priorities or tight deadlines.
• Digital Fluency: Advanced proficiency in office productivity suites (Google Workspace, document management systems, web-publishing platforms) and the ability to quickly master new administrative tools or software.