Board Liaison & Executive Assistant

OVERVIEW

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.

Key Responsibilities

Board 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

Requirements

Qualifications

• 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.

Benefits

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.