Executive Assistant & Board Coordinator | 3 months+ | Hybrid | Research Nonprofit
Location: Primarily remote, with occasional onsite meetings in NYC, including a December Board meeting
Schedule: 35–40 hours per week, Monday–Friday, Eastern Time
Pay: $30–$35/hour
Start: ASAP
Duration: Through January 2027, with the possibility of extension
Position Overview
TSS is seeking an experienced, highly organized Executive Assistant & Board Coordinator to provide immediate administrative support to the CEO of an independent nonprofit organization supporting the global academic and scientific research community. This is an opportunity to work closely with a dynamic leader and help establish effective systems for Board governance and executive operations.
The organization is navigating a period of growth and transition, creating an exciting opportunity for someone who enjoys building structure, improving processes, and helping a developing organization establish the systems it needs for the future. The CEO is looking for a trusted administrative partner who can manage a busy schedule, coordinate communications and meetings with a wide range of stakeholders, and bring greater consistency and organization to executive and Board-related activities.
This is a hands-on position combining executive assistance, substantive Board administration, meeting coordination, and follow-through on important deadlines and commitments. The immediate priority will be preparing for an upcoming December Board meeting and establishing systems that can support future Board activities.
The assignment is expected to continue through the end of January 2027, with the possibility of extension. There may also be an opportunity for the position to become permanent, depending on the organization's evolving needs and budget, although this is not guaranteed.
Key Responsibilities
Board Administration & Governance Support
Coordinate Board and committee meetings, including scheduling, agendas, meeting materials, communications, and logistics.
Work closely with the CEO to prepare, organize, and distribute Board books and supporting documentation.
Help transition existing Board materials and records into OnBoard, the organization's new Board management platform.
Organize Board records, meeting materials, contact lists, and governance documentation, establishing consistent systems for future use.
Attend Board meetings, take detailed notes, and prepare draft minutes in collaboration with the CEO, legal counsel, and Board Secretary.
Track Board-related deadlines, action items, and follow-up responsibilities.
Coordinate virtual and in-person Board meeting logistics, including technology, participant access, and materials.
Serve as a professional point of contact for Board members and their assistants.
Executive & Administrative Support
Manage the CEO's calendar, including meetings with Board members, funders, scientific leaders, and other external stakeholders.
Coordinate internal and external meetings, including scheduling, agendas, materials, and follow-up.
Draft and edit professional correspondence and communications on behalf of the CEO.
Track deadlines, outstanding requests, and action items to ensure timely follow-through.
Help establish and improve administrative processes, templates, tracking tools, and recurring workflows.
Maintain organized documents, shared files, and contact lists.
Provide additional scheduling and administrative support to other members of the leadership team.
Assist with special projects and organizational coordination needs as they arise.
Qualifications
3–5+ years of executive-level administrative support experience, ideally supporting a CEO, Executive Director, or other senior organizational leader.
Demonstrated, hands-on experience supporting a Board of Directors or similar governance body, beyond scheduling meetings. Candidates should have direct experience preparing Board materials, coordinating meeting preparation, supporting minutes and documentation, and managing Board-related follow-up.
Strong calendar management, meeting coordination, organizational, and written communication skills.
Proficiency with Google Workspace (Calendar, Drive, Docs, Meet), Adobe Acrobat, and virtual meeting platforms such as Zoom.
Priority will be given to candidates with experience using OnBoard or a comparable Board management platform, including managing Board materials, meeting preparation, and document distribution.
Experience in nonprofit, academic, research, or mission-driven organizations is a plus.
Additional Details
This is a primarily remote assignment, with occasional in-person meetings in New York City, approximately once per month as needed. Availability to attend the December Board meeting in NYC is required. A laptop will be provided.
The organization is seeking someone who can begin contributing immediately, particularly to the upcoming Board meeting and the development of longer-term administrative and governance processes.
Interested candidates should apply with an updated resume highlighting both executive support and substantive Board administration experience. Candidates without Board experience will not be considered at this time.
At TSS, we specialize in creating meaningful connections between talented professionals and impactful organizations. Our expertise is particularly strong in foundations, non-profits, and mission-driven organizations, with services extending to for-profit businesses throughout the NYC metro region and across the nation. We staff for temporary, temp-to-perm, and direct hire roles, and put a strong emphasis on building relationships and paying attention to the details to help make placements that exceed expectations!
TSS proudly follows all equal opportunity employment policies and employs personnel without regard to race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender expression, age, physical or mental ability, veteran status, military obligations, and marital status.
DETAILS AT A GLANCE
JOB TITLE: Executive Assistant & Board Coordinator
JOB TYPE: Temporary assignment, 3 months+
HOURS: Monday–Friday, 9:00am–5:30pm, approximately 40 hours/week
LOCATION: Primarily remote, with occasional onsite meetings in NYC, including a December Board meeting
JOB ORDER NUMBER: 11577
START DATE: ASAP
Salary: $30-$35/hr.
HOW TO APPLY: Click on the apply button and send your resume to TSS. Please make sure to reference the job title and job order number in the subject line. If you are already registered with TSS, just send us an email.
This role is a TEMPORARY position through TSS. You would be employed and paid by our company and working directly with our client.