Board Affairs & Administrative Officer
POSITION SUMMARY:
The Board Affairs & Administrative Officer provides comprehensive, high-level administrative, logistical, and governance support to the TAS Board of Directors. Serving as the primary gatekeeper and strategic point of contact for the Board Chair, this role ensures the smooth execution of all board operations, maintains institutional memory, safeguards strict confidentiality, and facilitates effective communication across the school community and external partners. The position reports administratively to the Head of School while functionally supporting the Board Chair, Board Secretary, and Committee Chairs. The Board Chair may delegate day-to-day tasking and supervision to other Board Members as appropriate. The incumbent’s annual performance will be reviewed by the Board.
CORE RESPONSIBILITIES:
1. Board & Committee Governance Operations
● Board Meeting Preparation & Documentation: Coordinate, assemble, and distribute all board meeting packets, committee packets, agendas, transmittals, and supporting presentations in a timely and accurate manner.
● Minute Taking & Record Archiving: Attend all regular, executive, committee, task force, retreat, and Annual General Meetings (AGMs). Record legally compliant minutes, track formal voting, and publish approved resolutions for review and approval by the Board Secretary and Board Chair.
● Action Tracking: Maintain and track the Board’s annual master calendar, resolution matrices, committee Terms of Reference (TORs), and action-item follow-through.
● Governance Documents & Handbook Maintenance: Keep the Board Handbook, Bylaws, committee charters/TORs, and internal governance archives systematically updated and accessible both in physical form and on digital portals.
● Budget & Financial Reporting Support: Facilitate the administrative assembly and distribution of board budget and spending reports to the Board Chair and Committee members as directed.
● White Paper Maintenance: Draft and update white papers summarizing Board initiatives capturing previous points of discussion and key decisions. Used in briefing new members and serving as historical records for future reference.
● Scheduling: Schedule both standing and ad hoc meetings for in-person and digital attendance. Deconflict Board Member schedules to ensure full participation.
● Digital Governance & SharePoint Transition: Lead or assist in the platform migration from BoardEffect to Microsoft SharePoint, ensuring secure data transfer and archive preservation. Build, configure, and maintain the SharePoint environment (document libraries, permission tiers, and board portals) to serve as the single "source of truth" for all governance materials.
2. Logistics & Event Coordination
● Manage end-to-end logistics for all on- and off-campus board meetings, retreats, committee sessions, and official functions, including venue setup, parking, and food and beverage arrangements.
● Coordinate comprehensive travel logistics for Board Members, including itinerary planning, scheduling optimal arrival and departure, facilitating ground transportation, and managing conference registrations and expense reconciliations.
● Coordinate scheduling and materials preparation with hired consultants.
3. Elections, Evaluations, and Trustee Lifecycle
● Board Member Onboarding, Elections, & Offboarding: Assist the Board in managing member nomination and election processes and maintain comprehensive onboarding materials for new members. Manage exit and offboarding logistics for outgoing trustees.
● Annual Evaluations: Coordinate logistics and documentation for Mid-Year and End-of-Year Board Self-Evaluations and Head of School evaluation processes.
4. Stakeholder Communication & Community Relations
● Act as a professional liaison between the Board of Directors, Central Office, PTA, school administration, and community stakeholders.
● Web & Portal Management: Ensure the Board’s external and internal web pages and portals remain accurate and up to date.
● Board Communications: Draft, coordinate, and review official board announcements, website updates, and community publications.
● Manage official correspondence and liaison with external regulatory bodies in Taiwan.
KEY QUALIFICATIONS & CAPABILITIES:
Prerequisites & Eligibility
● Work Authorization: Preferred, valid legal work authorization for Taiwan.
● Education & Experience: Bachelor’s degree in Business Administration, Communications, or related field. Minimum 5+ years of senior-level executive administrative support in a multinational corporation, international organization, or educational institution.
● Language Proficiency: Near-native fluency in written and spoken English and Traditional Chinese. Exceptional ability to draft professional correspondence in both languages.
● Technical Skills: Advanced proficiency in Microsoft Office Suite and Google Workspace, with ease in managing hybrid meeting tech.
● Governance Acumen: Understanding of non-profit board governance principles, parliamentary procedures, and committee structures. Familiarity with (or demonstrated capability to learn) Taiwanese corporate or educational regulations governing international non-profit schools.
● Core Competencies: Integrity, discretion, proactive problem-solving, attention to detail, and flexibility to work outside standard hours. Highly organized with strong attention to detail and an ability to prioritize multiple tasks and deliver quality results.
REPORTING STRUCTURE & WORK SCHEDULE:
Supervisor: Head of School
Work Schedule:
• As a 0.5 FTE (part-time) position, the contractual work schedule is 20 net working hours per week.
• The schedule may be arranged flexibly to accommodate Board meeting requirements, with designated office hours to support administrative responsibilities, Board liaison, and ongoing governance activities.
• Any additional hours worked beyond the employee’s established contractual schedule will be managed and compensated in accordance with School policy and applicable support staff overtime requirements.
TO APPLY:
Interested parties, please apply through this platform. Upload your most current CV and complete the Support Staff Application form (you may download a fillable PDF file or Word doc below) for our review and consideration. We will keep you posted on the status of your application. Please note that direct applications via email or other channels will not be considered. Applicants are encouraged to apply as early as possible. Taipei American School reserves the right to close the selection process at any time.