Reports to: The secretary serves the board and reports administratively to the President
Purpose: The secretary methodically sustains, records, and enhances the internal and external communications of the University leadership, including the Board of Trustees, comprehending both the Board of Trustees, on the one hand, and the President and senior leadership on the other. The director of North America Office oversees and manages the University operations in the North America Office. Based either in New York or Washington/DC, he/she communicates with US government entities, US-based vendors and consultants, and between departments in North America and Cairo as needed to resolve organizational issues. He/she will serve as the primary administrator for North American operations.
As the secretary to the board:
- Prepare, participate in and follow up board and committee meetings in timely and accurate fashion. Keep meeting calendars; issue invitations; develop and circulate meeting agendas and related documents. Record and present minutes and attendance records for approval; call for, assemble, and circulate all data and analyses needed from PPOCs and key senior executives for each meeting; administer online board portal.
- Disseminate the approved resolutions passed by the board to the officials and parties concerned subject to the approval of the President.
- Compose monthly updates for trustees based on information from senior leadership's meetings and reports.
- Maintain trustee data including contact information, class year, meeting attendance, retirement date, demographics; maintain and send orientation material to new trustees.
- Draft correspondence and speeches on behalf of the chair of the board.
- In consultation with the general counsel, support and assist the board in ensuring that board actions are in compliance with University policy and procedures and best governance practices.
- Support arrangements such as media interviews or scheduling contacts for the chair with special interest groups, prospective major donors, etc. in collaboration with AUC officers and staff as may be appropriate.
- Maintain the corporate seal and act as a signatory for University transactions at the level of the board of trustees, including contracts, payments, and endowment transfers.
- In coordination with the general counsel and as directed by members of the board, draft and maintain board policies and documents including the bylaws and committee charters.
- Coordinate, advise, and ensure high-quality, cost-efficient travel services for trustees and administration officers participating in board events in Cairo, the US, or other locations.
- Perform any other related duties or special projects as assigned by the chair of the board or the President.
As the director of North America Office:
- Facilitate communications between the administration and US government entities including Department of Education, Delaware Department of Education, Department of Labor, and the IRS.
- Administrative related tasks to North America employees in relation to human resources, finance and compliance.
- Benefits-related accounts: Zenefits, Oxford United Healthcare, Principal Financial, The Standard, The Hartford, New York State Insurance Fund
- Finance and operations: AUC American Express account, Citibank/Citibusiness, Paychex, Carr Workplaces (200 Park Avenue), AT&T, Apex Technology Services
- Maintain staff policies including the North American employment handbook, and oversee services such as phone reception and holiday scheduling.
Minimum Education Requirement:
- University degree is required
- Five to seven years of related experience
- Communications: Speaks, listens, and writes effectively, including in documentation and development of policies and procedures.
- Time management: Appropriately prioritizes tasks under broad executive level guidance with minimal direct supervision, including coordinating and organizing meetings and/or special events.
- Resource management: Prudently identifies, anticipates, plans, conserves, and deploys fiscal, human, and other resources necessary to meet established priorities.
- Substantive knowledge: Deeply understands and applies organizational history, structure, policies and procedures; efficiently and accurately researches organizational history.
- Interpersonal: Works effectively with a wide range of constituencies in a diverse community.
- Leadership: Demonstrates judgment, discretion, discernment, protection of organizational confidentiality, and skill in fostering a cooperative work environment.
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