Governance and Operations Coordinator
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Job Description
Governance & Operations Coordinator supporting HL7's governance and executive functions. Coordinating Board and committee meetings, governance communication, and operational tasks.
Responsibilities:
- Become a key part of the operational backbone of HL7’s governance and executive functions
- Coordinate the full lifecycle of HL7 Board and Board Committee meetings: scheduling, agenda coordination, document preparation, and timely distribution to all participants
- Produce accurate, polished meeting minutes and ensure proper filing, version control, and accessibility of governance documents
- Track action items from Board and committee meetings; follow up proactively with owners and keep leadership informed of open items and deadlines
- Maintain governance calendars, anticipate conflicts or gaps well in advance, and keep all meetings running on schedule
- Coordinate governance communications across HL7’s committees, working groups, and broader community — including meeting announcements, voting processes, elections, and bylaw-related correspondence
- Manage the end-to-end logistics of HL7’s governance election and voting processes
- Maintain current rosters, committee membership records, and governance documentation; ensure all materials are organized, up to date, and easy to find
- Draft clear, professional communications on behalf of the CEO and COO for governance-related outreach.
- Coordinate scheduling and logistics for meetings between HL7 leadership and external partners, member organizations, and stakeholders
- Prepare briefing materials, agendas, and follow-up summaries so leadership walks into every meeting prepared and leaves with clear next steps documented and tracked
- Track commitments made with partners and ensure timely follow-through; flag anything at risk of slipping
- Take recurring coordination tasks — research, drafting, scheduling, tracking, and follow-up — and execute them reliably
- Prepare briefs, pre-reads, agendas, and follow-ups
- Arrange domestic and international travel for executive leaders — flights, hotels, ground transportation, and itineraries — anticipating needs and handling changes as needed
- Prepare and submit expense reports accurately and on time, tracking receipts and ensuring compliance with HL7's policies
- Manage open action item queues; track risks and issues with Board or other initiatives as assigned; provide regular status updates and proactively surface anything that needs their attention
- Identify patterns in recurring requests and build lightweight tools, templates, or processes to handle them more efficiently over time.
Requirements:
- 2–5 years of experience in an operations, coordination, or project-focused role
- Nonprofit or association experience is a plus
- Proven ability to manage multiple priorities in a fast-moving environment and consistently follow through
- Tech-savvy and comfortable learning and using new tools quickly; familiarity with various AI tools, Microsoft 365 (Outlook, SharePoint, Teams), Zoom, and shared document platforms is expected
- Excellent written communication skills — you can produce a crisp, professional email or summary document with minimal oversight
- High attention to detail and a reputation for getting things done.
- Comfortable working with senior leaders and exercising good judgment about priorities and escalation.
- Self-starter who figures things out, proposes solutions, and takes initiative.
Benefits:
- Health insurance
- Flexible work arrangements
- Professional development
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