Administrative Assistant - Board of Directors

About the Position

Administrative Assistant - Board of Directors | Watertown, Massachusetts

VHB is seeking a skilled and highly organized Administrative Assistant to provide comprehensive administrative support to our Board of Directors, Board committees and Shareholder relations team. The ideal candidate will possess knowledge of the AEC professional services industry and understand privately held corporation ownership principles. This individual must demonstrate exceptional maturity, discretion, writing skills, and excellent documentation abilities to ensure the smooth and effective operation of the firm's governance activities and stockholder relations.

Board Administrative Support:

Manage, administer and maintain a third-party Board software system
• Organize and maintain confidential Board records, ensure accurate and timely filing, and manage information flow to and from the Board
• Attend Board meetings to provide administrative support
• Assist in the preparation and distribution of Board meeting agendas, minutes, and related materials

Committee Administrative Support

Provide similar admin support functions to several Board and management committees, and in addition:

• Maintain annual calendars
• Maintaining email group lists
• Organizing and maintaining Teams sites
• Organize and conduct surveys, analyze data, summarize results
• Interface with Legal, Finance, IT and People and Culture teams
• Support the work of committees selecting candidates for ownership
• Support the sale of stock transaction process
• Support ongoing communication activities with shareholders
• Support the teams managing in-person events

Qualifications

• Proven experience in administrative support within a corporate or Board environment
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• 2-4 years of relevant work experience
• BA/BS in Business, HR, or related discipline
• Ability to collaborate with various teams and stakeholders
• Proficiency in Microsoft Office Suite and familiarity with software tools for Board support
• Occasional travel to attend Board meetings and other stockholder in-person events is required

Join us in fostering collaboration and supporting leadership in our dynamic, people-first organization!