Executive Coordinator - Board Support

The Executive Coordinator will be the interface with the ARIN Leadership Team consisting of the President/Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Operating Officer (COO), plus members of the Board of Trustees.  ARIN is one of only five global organizations that operate as leaders in this space and is recognized for excellence and service.  As an organization they are in the background of every Internet IP address and other ASNs.  A successful applicant must be able to work confidentially with all individuals at a high rate of accuracy and timeliness in this 24/7 global environment.  Common key attributes will be experience in areas such as effective communications, project management/organization skills, and support to the team members and ability to be nimble and work effectively and accurately in a fast-moving environment.  Traditional skills of planning, organizing, directing support outcomes across the various key stakeholders is imperative.  Critical thinking, along with proactive communications and working both independently, as well as in coordinating with others is at the heart of success.  Executive presence is imbedded into the selection criteria.  Annual salary range is up to $100,000 based on credentials and qualifications.  

The following are various experiences and accomplishments that would enhance consideration.  This is not a definitive list:

1= Certified project management/leader

2= Law degree and/or contract management

3= Support to an elected official as a Chief of Staff

4= Similar position in for profit or not-for-profit organization

5= Senior Administrator/Functional Administration

6= Project coordinator

7= Other positions with related attributes.

This position is designated as an on-site position with current exceptions in light of COVID per state guidelines.

We are currently seeking an Executive Coordinator who will provide overall key support to the COO and CFO.  This position serves in a pivotal role that will ensure effectiveness and efficiency for the Board of Trustees and executives in support of completing critical tasks.

Duties and Responsibilities

• Organizes and prioritizes critical issues and required information for the executives and Board to help facilitate efficient decision making.
• Manage the Board and executive meeting calendar throughout the year; and perform related critical tasks in preparation for these meetings.
• Act as the gatekeeper for monitoring the continuous tasks and relevant deadlines for all COO, CFO, and Board-related deliverables.
• Manage the creation of meeting(s) timeline, preparation and distribution of meeting notifications, correspondence, and agenda materials.
• Attend Board and Committee meetings in order to transcribe meeting minutes. Coordinate and lead in the review of the final draft of the meeting minutes; and ensure ARIN’s processes are followed. 
• Maintain Board information repository/wiki, mailing list administration, and ensure Board content on the company website stays current and accurate.
• Monitor Board budget for their travel and continuing education courses.
• Provide Board travel support, including booking of flights and hotels, with assistance from ARIN’s internal Meeting Planner and Administrative Coordinator as needed.
• Create and edit mailings, information briefings, and other important materials for Board members and Executive team members in their performance of tasks on behalf of the Board.  This will include creating and providing input to drafts that contain high-level ideas and strategy.  Research, fact-finding, and ensuring consistency in these documents will be essential. 
• Mail, track, and follow up on the annual conflict of interest disclosure for Board members in support of the General Counsel.
• Maintain follow-up action list for all Board-related key items and communicate deliverables to staff team members, as appropriate.
• Take the lead on managing all in-person meetings for the Board. Coordinate hotel reservation needs with assistance from ARIN’s internal Meeting Planner as needed.   Ensure that all meeting details (equipment, video conferencing, catering, and dining reservations) are completed and closely monitored for successful execution through completion, specifically in advance of the meeting and while on-site during the meeting. 
• Ensure compliance with approved procedures regarding on-boarding and off-boarding of Board members.
• Maintain high level of confidentiality in performance of Board and Executive work.

Working Conditions

• Continual exposure to new tasks.
• Work environment is fast paced where work interruptions may be frequent.
• Low tolerance for errors.
• Standard work week is 40 hours; however, Board members are volunteers and are located in multiple time zones.  There may be times where there is a need for a flexible work schedule during certain time periods, such as Board meeting weeks and related travel.
• Office located in Chantilly, Virginia.
• Travel to off-site locations within North America and the Caribbean 4-6 times per year in support of Board meetings. 

Knowledge, Skills, and Abilities Required

• Must have 10+ years experience supporting Board or similar executive groups.
• Bachelor’s degree in related area OR equivalent work experience. 
• Self-motivated, focused, positive attitude, flexible, and proactive.
• Extremely detail oriented.
• Ability to multi-task and work in fast-paced, demanding environment.
• Strong organization skills.
• Ability to interface well and collaborate with all departments in the performance of the listed duties and to represent ARIN in a highly professional manner. Maintain the highest level of confidentiality.
• Must be pro-active and be able to work independently with minimal supervision and oversight. Ability to manage a widely varying workload.  Ability to adapt to changing work priorities and adjust accordingly. 
• Outstanding communication skills, both verbal and written.
• Prior experience in taking minutes for executive-level meetings.
• Familiarity with video conferencing.
• Advanced computer skills and knowledge of computer software applications in word processing, spreadsheets and presentation software, on Mac and/or PC; Microsoft Office Suite experience required. 
• Excellent spelling, grammar, and editing skills.
• Ability to travel when required.

About ARIN

Established in December 1997, the American Registry for Internet Numbers, Ltd. (ARIN) is a nonprofit, member-based organization that supports the operation and growth of the Internet.

ARIN accomplishes this by carrying out its core service, which is the management and distribution of Internet number resources such as Internet Protocol (IP) addresses and Autonomous System Numbers (ASNs). ARIN manages these resources within its service region, which is comprised of Canada, the United States, and many Caribbean and North Atlantic islands. ARIN also coordinates policy development by the community and advances the Internet through informational outreach.

ARIN offers competitive salaries and comprehensive benefits, including but not limited to:

• Group health and dental insurance – ARIN pays over 90% of the premium costs
• Group vision care – no employee deduction for employees and any dependents
• Flexible Spending Account and Dependent Care Account
• 401(k) retirement plan - up to 9% matching after first year of service, and all contributions are 100% vested. In addition, in 2012-2020, ARIN made an additional discretionary 401(k) contribution.
• Education/Tuition Reimbursement - up to $5,000 per year
• Reimbursable/Paid Training and Certifications
• Casual work environment with snacks, drinks, and coffee
• Regularly-scheduled team outings and staff lunches
• Eleven paid holidays, one floating holiday, and a generous comprehensive leave program starting at 4 weeks (20 days)

                For further information on ARIN,  please go to www.ARIN.net/about.