Board Relations Coordinator

Job Summary

The Board Relations Coordinator provides professional level support to the Assistant Director, Board Relations with organizing all aspects related to logistics for Board of Trustees regular (business meetings of the full Board and Board's committees and Board retreats), special, and emergency meetings. Coordination support may include vendor relationship management, organizing meeting spaces, catering, audio/visual details, venue change management, and parking. Attends meetings to assist with execution of logistics for successful completion of Board meetings and Board's activities. This position regularly interacts with Cabinet members and ensures exceptional service quality for trustees. This position serves as a backup to the Assistant Director for facilitating Board activities and meetings during their absence.

Job Description

Typical duties may include but are not limited to:

• Responsible for providing professional level meetings and events coordination.
• Coordinates all logistical, administrative, and operational aspects of FGCU Board of Trustees meetings, including venue selection, room setup, AV requirements, catering, and on-site execution.
• Supports meeting preparation by assisting with scheduling, agenda updates, public noticing, and the distribution of meeting materials.
• Attends Board and committee meetings to manage logistics and record detailed meeting minutes in compliance with institutional policy and regulatory requirements.
• Maintains official records, including minutes and supporting documents, on the Board of Trustees website. Ensures ADA compliance and timely updates of board materials.
• Manages vendor and supplier relationships to support meetings and events, overseeing contracts, invoicing, and service delivery to ensure quality and timeliness.
• Oversees use of OnBoard software to post meeting agendas, materials, and minutes. Attends product trainings and trains team members on system functionality.
• Coordinates orientation and onboarding materials for new Trustees. Supports ongoing updates to biographical information and trustee-related documents.
• Processes trustee travel authorizations, reimbursements, and expenses. Assists with budget tracking and invoice processing in support of board operations.
• Identifies and recommends improvements to planning processes, technology use, and operational workflows to enhance efficiency and the overall meeting experience.
• Provides general administrative support to the Assistant Director, Board Relations, and serves as essential personnel during university events and emergencies.
• Creates, compiles, and maintains mailing lists. Prepares and executes mailings as needed.
• Maintains and organizes paper and electronic files, calendars, and archives in a centralized system.
• Adheres to Florida Sunshine Law for public meetings and public records.

Other Duties

• Attends and assists with all Commencement ceremonies as assigned.
• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications

This position requires either six years of directly related full-time experience or, as an alternative, a Bachelor's degree from an accredited institution in Event Management, Public Relations, or closely related field and two years of full-time experience directly related to the job functions. Full-time professional experience in event management, project management, or other related experience. Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat. Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications

Master's degree from an accredited institution in Event Management, Public Relations, or closely related field. Work experience in a higher education setting.

Knowledge, Skills & Abilities

Knowledge of technologies for managing webpages. Excellent organizational skills and an ability to prioritize and complete simultaneous projects within deadlines. Excellent interpersonal, verbal and written communication skills. Ability to collect, analyze, organize and present information in a meaningful manner. Ability to complete assignments with accuracy and attention to detail. Ability to interact in a professional manner with internal and external constituents, including the FGCU Board of Trustees, elected officials, Board of Governors, vendors, managers, subject matter experts, and the general public. Ability to work successfully as both a member of a team and independently with minimal supervision. Ability to think critically and make clear, well-reasoned and timely decisions. Ability to maintain confidentiality and discretion at all times. Ability to assume new responsibilities on own initiative and execute them in an effective manner. Ability to adapt quickly to changing situations and environments. Ability to anticipate and diffuse problems before they occur.

This position is not eligible for sponsorship. Salary Grade: 17.