Board Liaison & Executive Assistant

Galapagos Conservancy • Part-time • Remote • 3w ago

Location: Remote (US)
Reports to: President & Chief Executive Officer (CEO)

Position Summary

The Board Liaison & Executive Assistant provides highly responsive administrative, operational, and project management support to Galápagos Conservancy’s Chief Executive Officer (CEO), Board of Directors, and Executive Team. This position plays a critical role in ensuring organizational effectiveness by managing board coordination, supporting senior leadership workflows, preparing materials for key meetings, and supporting strategic initiatives across the organization.

The ideal candidate is an experienced, self-driven professional who thrives in a fast-paced environment, is exceptionally organized, and has outstanding interpersonal and communication skills. This role requires discretion, sound judgment, and the ability to manage complex and confidential information with professionalism.

This is a unique opportunity for a detail-oriented and proactive individual to play a pivotal role in the day-to-day functioning of the CEO’s office and governance operations during a transformative period for the organization.

Key ResponsibilitiesBoard Liaison & Governance Coordination

· Serve as the primary staff liaison to the Board of Directors, ensuring smooth communication, scheduling, and logistics for all board and committee meetings, ensuring clarity, responsiveness, and professionalism.

· Manage the annual governance calendar, including meeting dates, deadlines, and required documentation.

· Draft and distribute agendas, board books, reports, and briefing materials in collaboration with the CEO and department leads.

· Provide logistical support for virtual and in-person meetings, including technology setup, travel coordination, and hospitality.

· Maintain accurate board records, minutes, bylaws, policies, rosters, conflict-of-interest forms, and term tracking.

· Strengthen communications between the CEO and the Board by ensuring consistent messaging and timely follow-up.

· Manage and track Board related deadlines, leadership priorities, and compliance requirements

· Manage board onboarding, and orientation, including preparing welcome materials, running sessions and coordinating introductory meetings.

· Ensure timely follow-up on board action items and committee assignments.

· Monitor Board terms, elections, and annual compliance requirements

Board Communications & Correspondence

· Draft and distribute internal and external communications on behalf of the Board and executive leadership

· Ensure timely responses to Board member and stakeholder inquiries

· Support the preparation of organizational announcements and updates as needed

Executive Support (CEO & Leadership Team)

· Attend leadership Team meetings, take notes, and follow up on action items.

· When required, provide high-level, proactive administrative support to Leadership, including calendar and email management, scheduling, travel coordination, and briefing preparation.

· When required, prepare meeting agendas, talking points, presentations, and follow-up notes for the CEO and Leadership Team.

· When required, support members of the Leadership Team with administrative tasks such as Expenses reports, or similar.

· When required, serve as a key point of coordination across the organization to ensure the CEO is informed, prepared, and supported for all internal and external commitments.

· Maintain strict confidentiality and use discretion in handling sensitive information.

Administrative Operations

· Maintain organized digital and physical filing systems for governance and executive records

· Support development and implementation of office and administrative procedures as needed

· Assist with special projects and organizational initiatives as assigned

QualificationsRequired

· 3+ years of experience in an administrative, executive support, or board relations role, preferably within a nonprofit organization

· Strong understanding of nonprofit governance structures and Board operations

· Demonstrated ability to manage multiple priorities, meet tight deadlines, and work effectively in a rapid-paced environment.

· Exceptional organizational skills and attention to detail.

· Strong interpersonal skills, with the ability to communicate professionally with senior leaders, board members, donors, and staff.

· High level of discretion and ability to handle confidential information with integrity.

· Excellent written and verbal communication skills.

· Strong proficiency with Microsoft Office Suite, Zoom, DropBox.

· Ability to work to accommodate US/Ecuador time zones.

Preferred

· Familiarity with board management platforms (e.g. Boardable, OnBoard, BoardEffect)

· Experience with nonprofit compliance and governance best practices

· Bilingual: Spanish/English

This is a part-time hourly position estimated at 20 - 28 hours per week, with a pay rate of $28–$35 per hour, commensurate with experience. Galapagos Conservancy offers a generous benefits package which includes: health, dental, and vision insurance; life insurance; disability insurance; vacation and sick leave; 401k; flexible working hours; and more.