Posted: 30-Jun-25
Location: Illinois
Type: Full Time
Salary: 45,000+
Salary Details:
Additional Information:
ABOUT SWE:
The Society of Women Engineers (SWE) for more than seven decades has given women engineers a unique place and voice within the engineering industry. Our non-profit organization is centered around a passion for our members’ success and continues to evolve with the challenges and opportunities reflected in today’s exciting engineering and technology specialties.
OUR VALUES:
Integrity | Inclusive Environment | Mutual Support | Professional Excellence | Trust
Our values shape our culture, drive our decisions, and define who we are. These values serve as the compass for our actions, encouraging a shared sense of purpose among our staff and setting the standard for how we conduct business.
JOB DESCRIPTION:
The Executive Liaison provides high-level administrative support to the Executive Team and serves as the primary point of contact and coordinator for the organization’s Board of Directors. This dual-role position ensures efficient executive operations and effective governance coordination. The ideal candidate will demonstrate discretion, professionalism, and strong organizational and communication skills in support of both executive leadership and board functions.
To succeed in this role, the candidate must be tech-savvy, adaptable, and comfortable working across various digital platforms, systems, and communication tools.
CORE RESPONSIBILITIES:
Executive Support (Executive Team)
- Provide comprehensive administrative support to members of the Executive Team, including calendar management, meeting coordination, travel planning, and expense processing.
- Prepare, format, and proofread executive-level correspondence, reports, presentations, and internal communications.
- Coordinate cross-functional meetings involving executive leaders; manage agendas, take minutes, and ensure timely follow-up on action items.
- Support special projects and strategic initiatives led by the Executive Team.
- Manage confidential information with a high degree of integrity and discretion.
- Serve as a liaison between the Executive Team and internal/external stakeholders, ensuring timely communication and task execution.
Board of Directors Support
- Serve as the primary liaison between the Board of Directors and the Executive Team.
- Organize and support all board and committee meetings, including scheduling, logistics, preparation and distribution of materials, and minute-taking.
- Maintain official records of board and committee activities, including resolutions, attendance, and compliance documentation.
- Oversee board portal administration and ensure timely access to meeting materials and organizational updates.
- Support board member onboarding, annual evaluations, term tracking, conflict-of-interest disclosures and annual board pledges and donations.
- Coordinate communication between board members and staff, ensuring efficient and professional interactions.
- 5+ years of administrative experience supporting senior executives and/or boards of directors.
- Exceptional organizational and communication skills with attention to detail and accuracy.
- Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
- Ability to quickly learn and adapt to new software and systems, including board portals, AMSs, project management platforms, and digital communication tools.
- Proficiency in Microsoft Office Suite and virtual collaboration tools (e.g., Zoom, Microsoft Teams).
- Proven ability to handle sensitive and confidential information with discretion.
- Collaborative team player
- Self-driven and takes initiative
- Customer service orientated
- Ability to work independently
This position has no supervisory responsibilities.
This position works 40 hours a week with some travel for in person meetings and some meetings outside of normal working hours.
COVID-19:
SWE requires all full-time employees to submit proof of full COVID-19 vaccination with a vaccine approved by the U.S. Food and Drug Administration (FDA) or by the World Health Organization (WHO) within 60 days of their start date or request a qualified medical or religious accommodation. Employees are considered fully vaccinated based on the CDC’s latest guidance. Please review the CDC’s website for the most up-to-date vaccination guidance.
EDUCATION AND/OR EXPERIENCE:
- Bachelor’s degree is preferred or equivalent combination of education and experience.