Governance and Operations Coordinator

This is a fully remote position, open to applicants in Michigan.

📋 Description

• Play a vital role in supporting the operational framework of HL7’s governance and executive activities.

• Oversee the complete process of HL7 Board and Board Committee meetings: organizing schedules, coordinating agendas, preparing documents, and ensuring timely distribution to all attendees.

• Create precise, polished meeting minutes and maintain proper filing, version control, and accessibility of governance documents.

• Monitor action items from Board and committee meetings; proactively follow up with responsible parties and keep leadership updated on open items and deadlines.

• Manage governance calendars, foresee conflicts or gaps well in advance, and ensure all meetings are conducted on schedule.

• Facilitate governance communications throughout HL7’s committees, working groups, and the wider community — including meeting announcements, voting processes, elections, and correspondence related to bylaws.

• Handle the comprehensive logistics of HL7’s governance election and voting procedures.

• Keep current rosters, committee membership records, and governance documentation; ensure all materials are organized, up to date, and easily accessible.

• Compose clear, professional communications on behalf of the CEO and COO for governance-related outreach.

• Coordinate scheduling and logistics for meetings involving HL7 leadership and external partners, member organizations, and stakeholders.

• Prepare briefing materials, agendas, and follow-up summaries to ensure leadership is well-prepared for every meeting and leaves with clearly documented next steps.

• Track commitments made with partners and ensure timely follow-through; identify and flag any items at risk of delay.

• Execute recurring coordination tasks — research, drafting, scheduling, tracking, and follow-up — reliably and efficiently.

• Prepare briefs, pre-reads, agendas, and follow-ups.

• Arrange domestic and international travel for executive leaders — including flights, hotels, ground transportation, and itineraries — anticipating needs and managing changes as necessary.

• Accurately prepare and submit expense reports on time, tracking receipts and ensuring compliance with HL7's policies.

• Manage open action item queues; track risks and issues related to Board or other initiatives as assigned; provide regular status updates and proactively highlight anything requiring attention.

• Identify trends in recurring requests and develop simple tools, templates, or processes to manage them more effectively over time.

⛳️ Requirements

• 2–5 years of experience in an operations, coordination, or project-focused role.

• Experience in a nonprofit or association setting is advantageous.

• Demonstrated ability to juggle multiple priorities in a fast-paced environment while consistently following through.

• Tech-savvy and quick to learn and utilize new tools; familiarity with various AI tools, Microsoft 365 (Outlook, SharePoint, Teams), Zoom, and shared document platforms is essential.

• Exceptional written communication skills — capable of producing a clear, professional email or summary document with minimal supervision.

• Strong attention to detail and a reputation for delivering results.

• Comfortable collaborating with senior leaders and exercising sound judgment regarding priorities and escalation.

• A self-starter who can figure things out, suggest solutions, and take initiative.

🏝️ Benefits

• Health insurance.

• Flexible work arrangements.

• Professional development.