Galápagos Conservancy Is Hiring A Board Liaison & Executive Assistant

Join Our Team as a Board Liaison & Executive Assistant – Remote (US) 📍

Galápagos Conservancy is seeking a highly organized and proactive professional to support our CEO, Board of Directors, and leadership team in a dynamic and impactful environment.

Position Overview 📝

The Board Liaison & Executive Assistant provides essential administrative, operational, and project management support to ensure organizational effectiveness. This role involves coordinating board activities, supporting senior leadership workflows, preparing meeting materials, and advancing strategic initiatives. Your professionalism and discretion will help us during a pivotal period of growth and transformation.

Key Responsibilities 🎯

Board Liaison & Governance Coordination 🤝

• Serve as the primary staff liaison to the Board of Directors, managing communication, scheduling, and logistics for meetings
• Manage the annual governance calendar, including deadlines and documentation
• Draft and distribute agendas, board books, reports, and briefing materials in collaboration with executive leadership
• Support meetings with logistical arrangements, technology, travel, and hospitality
• Maintain accurate records—minutes, bylaws, policies, rosters, and conflict-of-interest forms
• Enhance communication between the CEO and the Board, ensuring clarity and follow-up
• Track board-related deadlines, leadership priorities, and compliance requirements
• Oversee board onboarding and orientation, including preparing welcome materials and coordinating sessions
• Follow up on board action items and committee assignments, and monitor terms and elections

Board Communications & Correspondence 📬

• Draft and disseminate internal and external communications for the Board and leadership
• Respond promptly to inquiries from Board members and stakeholders
• Assist with organizational announcements and updates as needed

Executive Support (CEO & Leadership Team) 🚀

• Attend leadership meetings, take notes, and track action items
• Provide high-level administrative support, including calendar and travel management
• Prepare agendas, talking points, presentations, and follow-up notes for meetings
• Support Leadership Team members with administrative tasks like expense reports
• Coordinate organization-wide efforts to keep the CEO informed and prepared for commitments
• Maintain confidentiality and exercise sound judgment at all times

Administrative Operations 🗂️

• Maintain organized digital and physical files for governance and executive records
• Support the development and implementation of office procedures
• Assist with special projects and initiatives as needed

Qualifications & Requirements 📝

Required ✅

• Over 3 years of experience in administrative, executive support, or board relations, preferably in a nonprofit
• Strong understanding of nonprofit governance and board operations
• Ability to manage multiple priorities and meet tight deadlines in a fast-paced environment
• Exceptional organizational skills and attention to detail
• Excellent interpersonal, verbal, and written communication skills
• High level of discretion and integrity handling confidential information
• Proficiency in Microsoft Office, Zoom, DropBox
• Ability to work accommodating US/Ecuador time zones

Preferred 🌟

• Experience with board management platforms (e.g., Boardable, OnBoard, BoardEffect)
• Knowledge of nonprofit compliance and governance best practices
• Bilingual: Spanish/English

Benefits & Compensation 💼

This is a part-time hourly position, estimated at 20 - 28 hours per week, with a pay rate of $28 - $35 per hour, based on experience. Galápagos Conservancy offers a comprehensive benefits package that includes:

• Health, dental, and vision insurance 🏥
• Life and disability insurance 🛡️
• Paid vacation and sick leave 🌴
• 401(k) retirement plan 💰
• Flexible working hours ⏰
• And much more!