MPTA Board Administrator

Board Administrator

The Board Administrator serves as the Authority's primary coordinator for Board governance, administration, and executive communications. The role provides high-level, confidential support to the Board of Trustees and acts as the main link between the Board and the Chief Executive Officer. Responsibilities include managing Board and committee operations, maintaining official records, coordinating governance processes, ensuring compliance with open meetings and public records laws, and supporting effective decision-making. As MPTA transitions to an independent public authority, this position helps establish standardized governance workflows, strengthen accountability, and expand capacity for Board oversight and transparency.

Board Governance and Administration

• Coordinate Board and committee meetings, workshops, retreats, hearings, and special sessions.
• Serve as Clerk to the Board and maintain official governance records.
• Prepare agendas, meeting packets, briefings, resolutions, and supporting materials with support from MPTA Executive Assistant.
• Attend meetings and prepare certified minutes and records of Board actions.
• Track Board attendance, directives, motions, and follow-up items through completion.
• Coordinate onboarding and orientation for new Trustees.
• Maintain bylaws, committee charters, and governance manuals.

Executive and Board Communications

• Serve as a liaison between the Chief Executive Officer, Board members, and executive leadership.
• Coordinate responses to Trustee inquiries and information needs.
• Prepare executive correspondence, reports, presentations, and briefing materials.
• Ensure accurate and timely communication related to Board actions and policy matters.

Governance Compliance

• Ensure compliance with open meetings laws, public notice requirements, ethics standards, and public records laws.
• Publish agendas, meeting materials, minutes, and legal notices.
• Maintain governance records consistent with retention and archival standards.
• Support governance activities including elections, appointments, and required reporting.
• Interface with general counsel regarding meeting legal requirements and tracking state and federal legislation

Policy, Resolution, and Board Action Management

• Coordinate review, routing, and approval of Board resolutions, policies, contracts, and other action items.
• Maintain centralized tracking of Board approvals and implementation status.
• Monitor recurring deadlines for governance reporting and regulatory submissions.
• Ensure all Board documentation is complete, accurate, and properly archived.

Committee Administration

• Coordinate committee meetings and prepare agendas and materials.
• Track committee recommendations and follow-up actions.

Public Records and Transparency

• Coordinate responses to Board-related public records requests.
• Maintain public-facing information including agendas, minutes, policies, and governance documents.
• Support public comment processes and transparency initiatives.

Strategic Governance Support

• Advise executive leadership on governance protocols, processes, and requirements.
• Research and recommend governance best practices and process improvements.
• Monitor legislative and regulatory developments impacting governance.
• Support the transition to an independent authority by establishing scalable governance systems.

Sensitive Information and Confidential Administrative Support

• Handle sensitive and confidential information with discretion and professionalism.
• Maintain confidential records involving personnel, legal, financial, procurement, governance, and strategic matters.
• Exercise judgment when managing access to sensitive information and prioritizing requests.
• Identify issues requiring escalation to executive leadership.
• Ensure confidentiality, integrity, and security of Board records and communications.

Other Duties

• Coordinate with MPTA/CATS staff on special projects.
• Assists with the preparation and maintenance of the Board's website pages, public meetings page and intranet materials.
• Support organizational initiatives requiring Board coordination.
• Perform other related duties as assigned in support of the Board of Trustees.

Core Competencies:

• Governance Expertise: Knowledge of public sector board governance, parliamentary procedure, and statutory requirements including open meetings, public records, ethics, and retention standards.
• Executive Support: Ability to manage confidential, high-level communications, priorities, and sensitive matters independently and with discretion.
• Communication: Exceptional written and verbal communication skills; able to produce accurate and polished agendas, minutes, resolutions, reports, and executive correspondence.
• Relationship Management: Skilled in building effective relationships with Trustees, executives, legal counsel, and stakeholders while maintaining professionalism and sound judgment.
• Project & Process Management: Ability to coordinate complex governance activities, multiple deadlines, and cross-functional initiatives with high attention to detail.
• Analytical Skills: Strong ability to research, interpret policies and legislation, evaluate information, and develop clear recommendations.
• Records Management: Knowledge of document control principles, official recordkeeping, and archival standards.
• Critical Judgment & Discretion: Demonstrated ability to navigate politically sensitive issues with neutrality, discretion, and mature judgment.
• Continuous Improvement: Ability to identify process improvements, implement standardized procedures, and strengthen organizational governance capacity.
• Technology Proficiency: Skilled in Microsoft Office, digital board management systems, document management tools, and virtual meeting platforms.
• Exemplary Customer Service Experience: Ability to work with diverse stakeholders and customers in person regarding sensitive and/or confidential matters.

Minimum Qualifications

• Bachelor's degree in Public Administration, Business Administration, Political Science, Communications, Legal Studies, Organizational Leadership, or a closely related field.
• Minimum of five (5) years of progressively responsible experience supporting executive leadership, governing boards, elected officials, or senior management in a public, governmental, quasi-governmental, or regulated organization.
• Minimum of three (3) years of experience coordinating Board, Commission, Council, or Committee meetings, including preparation of agendas, minutes, resolutions, and official governance records.
• Experience managing executive-level communications, confidential correspondence, and complex administrative operations.
• Experience managing highly sensitive information, executive priorities, complex scheduling, high-level communications, and cross-functional coordination.
• Experience coordinating multiple projects and priorities while supporting executive leadership in a fast-paced environment.
• Experience interpreting and applying organizational policies, governance procedures, and administrative regulations.
• Experience working with cross-functional teams and senior leaders to coordinate organizational initiatives and executive priorities.
• Experience using standard office software, including word processing, email, spreadsheets, calendar applications, presentation software, and collaboration tools.

Preferred Qualifications

• Master's degree in Public Administration (MPA), Business Administration (MBA), Public Policy, or a related discipline.
• Experience supporting a public transit agency, municipal government, public authority, or other public sector organization.
• Experience serving in a trusted executive support role requiring mature judgment, discretion, and independent action.
• Certification or training in parliamentary procedure, records management, or public sector governance.

Knowledge, Skills and Abilities:

• Public board governance principles, parliamentary procedures, and governance best practices.
• Open meetings laws, public records requirements, records retention standards, ethics requirements, and other statutory obligations applicable to public agencies.
• Executive office administration, document management, and records management practices.
• Public sector organizational structure, budgeting, procurement, and administrative operations.
• Professional business writing, document preparation, and executive correspondence.
• Project coordination and organizational planning techniques.

Skill in:

• Written communication with the ability to prepare professional agendas, Board packets, minutes, resolutions, policies, reports, presentations, and executive correspondence.
• Verbal communication with the ability to communicate effectively with Board members, executive leadership, and employees.
• Organizational and project management with the ability to manage multiple priorities, competing deadlines, and complex governance activities simultaneously.
• Analysis and research with the ability to compile, interpret, and present information that supports executive and Board decision-