Board Coordinator , Senior

Your Role

The Corporate Secretary team is dedicated to providing the Blue Shield and Ascendiun Boards of Directors the time, space, and support the Boards need to govern corporate entities within the Ascendiun family of companies and guide our overall mission. 

The Board Coordinator – Executive Assistant, Senior will report to the Managing Associate General Counsel & Assistant Secretary with a dotted reporting line to the Board Liaison Vice President Communications and Corporate Citizenship. In this role you will be working with Board members, the Corporate Secretary, the Assistant Secretaries, our Board Liaisons and other business leaders to provide corporate governance and administrative support to the organization. 

You will ensure there is clear, consistent, and coordinated communication with and for the Boards of Directors. The Board Coordinator supports the primary corporate entities of Ascendiun, Blue Shield, and Blue Shield subsidiaries such as Blue Shield of California Promise Health Plan and Blue Shield Life & Health Insurance Company, but does not support independent corporate entities such as Altais, Stellarus, or the Blue Shield of California Foundation.

Your Work

In this role, you will:

• Support the Boards of Directors:
  • Maintain and manage Board and committee calendars
  • Track invites and RSVPs for meetings and report to relevant meeting facilitators
  • Create and manage invites for meeting attendees only attending for partial portions of meetings
  • Coordinate with event planners regarding travel, accommodations, and meeting requirements for Directors
  • Facilitate meeting logistics for Directors, assist with logistics for virtual meetings such as credentials, virtual security, attendee specific requirements, and lead the Board meeting tech testing process in advance of all Board meetings working closely with IT support and Board liaisons
  • Assist in creation and management of Board event attendees (dinners, retreat sessions, etc.) for approval by the CEO
  • Attend most Board meetings in Oakland to support ad-hoc requests from Board members, Corporate Secretary, and Board liaisons
• Documentation and Record keeping
  • Put together meeting materials, board packets, walk-in materials, and supporting documentation
  • Assist in preparation of Board Chair, Committee Chair, and executive packets for meetings (attendees, chair notes, run of show, printing)
  • Assist with preparation, approval, and retention of corporate minutes and consents
  • Track board approvals, track cadence calendar requirements for Boards and committees
  • Assist in maintaining internal Board Meeting Contributors’ SharePoint site (materials, templates, timelines, deadlines, and protocols)
  • Organize, upload, and manage physical and digital archival records including shared drives, Diligent, and safe materials, and maintain corporate seals.
  • Draft, review, and send Board communications, reports and other documents as requested by Corporate Secretary team
  • Research and retrieve corporate records for meeting materials, special projects, sales & RFP support, regulatory inquiries, and other initiatives
• Legal and Statutory Support
  • Assist Directors in completion of legal, statutory, and administrative requirements (filings, attestations, training & continuing education
  • Assist Corporate Secretary team with compliance activities for corporate entities (filings, reporting, disclosure statements)

• Assist Corporate Secretary team with Board compensation (payments, reporting, tax, and HSA coordination)

• Handle expense reports and reimbursements for Directors

• Track and follow-up on action items for Directors, Corporate Secretary Team, and Board Liaisons to ensure deadlines are met 

• Other duties as assigned

Your Knowledge and Experience

 

• Requires a bachelor’s degree or equivalent experience

• Requires at least 5 years of prior relevant experience working with Boards of Directors in complex corporate structures, working with senior executive