Governance & Executive Support Coordinator

Provides highly organized, technology-enabled administrative and governance support to the organization’s Boards of Directors and committees. Coordinates meetings, governance records, communications, documentation, and follow-up activities to ensure Board and committee operations are accurate, timely, confidential, and professionally managed. Uses sound judgment, strong technology proficiency, and attention to detail when supporting executive and governance activities.

VNA of the Treasure Coast Board
VNA Hospice of Indian River County Board
VNA & Hospice Foundation Board of Directors
VNA Space Coast Board – Travel involved
Governance Committee
Quality Risk Management (QRM) Committee
VNA Treasure Coast Finance Committee
VNA Foundation Finance Committee
VNA Foundation Investment Committee

Essential Job Duties/Responsibilities:
Coordinate and facilitate Board of Directors and committee meetings as applicable, under the direction of the Director of Philanthropy. Responsibilities include the following:

Coordinate the full administrative lifecycle of meetings, including calendars, meeting logistics, meeting locations, virtual/hybrid technology, agendas, supporting materials, reminders, and distribution of information.
Prepare clear, accurate, and timely minutes for Board and committee meetings, appropriately documenting decisions, actions, and follow-up items.
Maintain complete, accurate, confidential, and appropriately secured electronic and physical governance records, including minutes, bylaws, Articles of Incorporation, resolutions, and other official corporate documentation.
Communicate professionally with Board and committee chairs, members, and organizational leaders regarding meetings, deadlines, materials, decisions, and required follow-up.
Track Board and committee action items and provide appropriate reminders and follow-up to support timely completion.
Coordinate the annual Board meeting and other special governance events, including site and meeting logistics, agenda preparation, communications, materials, and participant coordination.
Maintain accurate Board member records, including contact information, terms and rosters as applicable, attendance, orientation, education, and other governance documentation.
Use organizational technology to prepare and distribute materials, maintain records, coordinate meetings, manage shared information, and improve the efficiency and accuracy of governance and administrative workflows.
Provide administrative and project support, including meeting coordination, document preparation, correspondence, special projects, and other executive-level support as assigned.
Exercise a high degree of discretion, professionalism, and sound judgment when handling confidential Board, executive, financial, quality, risk, personnel, or organizational information. Attend required meetings, seminars, functions, and mandatory education by established deadlines.

Qualifications:

High school diploma or equivalent required; associate degree or additional education in business administration, organizational management, communications, or a related field preferred.
Minimum of two years of progressively responsible administrative, executive support, governance, or related experience. Experience supporting executives, Boards of Directors, committees, or senior leadership is strongly preferred.
Demonstrated technology proficiency and ability to learn and effectively use new systems. Equivalent combinations of relevant education and experience may be considered.