Position: Board Services Coordinator
Department: Executive
Reports to: Manager of Board Services and the Executive Team
Posting date: November 4, 2025
The Board Services Coordinator is responsible for supporting the Manager of Board Services and the Executive Team and acts as a back-up to the Manager of Board Services. This position maintains schedules, organizes meetings, plans multiple special events, and provides outstanding customer service to our staff, Board, and external partners. A high degree of professionalism, confidentiality, discretion, and customer service is required in this role.
Duties and responsibilities
- Maintains calendar, schedules, appointments and meetings as requested.
- Provides administrative support to the Manager of Board Services and the Executive Team.
- Assist in efficiently coordinating board and all committee meetings.
- Manage all meeting logistics, including developing board and committee agendas, meeting documentation and calendars, timely preparation and distribution of agendas, notifications, and advance meeting materials.
- Maintain online Board and committee calendars.
- Serve as backup recording secretary for board and committee meetings.
- Prepare and maintain meeting minutes, bylaws, policies and documents of the board and its committees in a timely manner.
- Assist in transcribing and preparing written reports and formal minutes from meetings.
- Communicate all decisions, actions, directives, and important information following board and committee meetings for the appropriate individuals.
- Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner.
- Assist in maintaining the Board Member’s Roster. Manage all logistics, including travel arrangements, room bookings, and meals for Board and Committee Members.
- Manage the process for members of the public to appear at Board and committee meetings.
- Assist in administering and updating the board information portal to ensure transparency of board policies, activities and decisions.
- Assist in coordinating orientation for new board and committee members and ongoing education for all board members in understanding their roles and responsibilities.
- Ensure board and committee members’ travel reimbursement claims are submitted for processing.
- Manage internal and external correspondence and inquiries relating to the board and committees, including sensitive information.
- Assists with Front Desk duties and responsibilities which include mail and directing traffic during various headquarter building meetings.
- Acts as the Records Coordinator ensuring proper record retention processes are maintained.
- Run errands as needed.
- Conducts research, data collection and analysis of information for use in reports, presentations, and meetings.
- Proofreads and edits complex reports and documents.
- Respond to general email and phone inquiries.
- Performs other related duties as assigned.
Skills
- Customer service driven.
- Ability to multitask in a fast-paced environment.
- Extensive demonstrated skills in MS Word, Excel and PowerPoint and Adobe.
- Excellent, grammar, spelling and composition of correspondence.
- Demonstrated ability to organize, plan and produce.
- Excellent interpersonal skills along with a proven ability to work independently, under pressure and with deadlines.
- Demonstrate practical applications and exercise independent/sound judgment. Must be analytical, detail-oriented, flexible and have outstanding communication (written and verbal) skills with ability to coordinate several activities at once, quickly analyze, resolve specific problems and cope with deadlines.
- Works well independently
Qualifications
- AA degree or equivalent work experience and at least six years of administrative experience supporting senior leadership. Experience supporting a Board of Directors a plus.
Work environment/Physical requirements
- This position is in typical office environment with heavy computer usage
The Central Florida Expressway Authority is an Equal Opportunity Employer