Location: Philadelphia, PA
Application Deadline: October 15th, 2021
For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions.
SUMMARY OF PRINCIPAL RESPONSIBILITIES
The Executive Board Secretary is responsible for providing high-level administrative support to the board clerk and ensuring the smooth functioning of the Board, Corporation, and Board and Corporation committees, working groups and task forces. The Executive Board Secretary is responsible for meeting coordination and planning, project support, and board records management, as well as maintaining communication with Corporation, Board, and committee members.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES: The key responsibilities of the Executive Board include the following:
- Meet regularly with the Board clerk to review and prioritize governance activities.
- Support the clerk in coordinating with committee clerks and the General Secretary to prepare meeting agendas.
- Screen and manage inquiries, phone calls, and emails regarding governance and generally serve as an information resource for constituents.
- Conduct research and assist with the preparation and editing of board correspondence, communications, presentations, and other governance documents.
- Support the Clerk and General Secretary in maintaining regular communication and post-meeting follow up on board decisions, open agenda items and monitoring of updates to policies and procedures.
- Prepare legal notices of Board and Corporation meetings as outlined in the AFSC Bylaws.
- Compile agendas and meeting material documents in collaboration with Board Clerk and presenters for Board, Board Executive Committee, and Corporation meetings and ensure the timely distribution/posing of meeting materials.
- Write narrative minutes for all Board, Board Executive Committee, and Corporation meetings.
- Coordinate with AFSC legal counsel to clear all minutes and bring concerns to the clerk.
- Make logistical arrangements (meeting space, video/teleconference connections, accommodations, travel, and food) for Board, Board Executive Committee, Corporation and other Board and Corporation advisory committees, working group or task force face-to-face and virtual meetings. For Board and Corporation advisory committees with other identified staff liaisons, provide guidance to ensure consistent practices.
- Attend meetings of the AFSC Board, Board Executive Committee, and AFSC Corporation, providing onsite support as needed.
- Prepare, process and track travel expense reports and check transmittals for staff, Board, Corporation, and committee members.
- Develop and maintain standardized templates for committee charges, policies, committee work plans, reports, board agendas and minutes.
- Maintain board and committee calendars and provide timely reminders to all committee clerks and staff liaisons of due dates for reports, work plans and agenda items for upcoming Board meetings.
- Maintain current database of organization-wide committee, Board and Corporation members.
- Maintain governance records and accurate documentation including Star Café governance pages and work with Board committee clerks as needed to ensure that policies, key documents, and meeting materials are accurate and up to date.
- Provide logistical orientation to all new governance members and provide scheduling, preparation of materials, and logistical support other orientation processes.
- Provide administrative and logistical support for the Standing Nominating Committee (SNC) and Ad Hoc Naming Committee, including preparation of background information, taking notes, keeping records, sending out invitation/nomination letters, and following up with potential nominees. Prepare reports of nominations to distribute to the Board and Corporation as determined in the AFSC Bylaws.
- Track Yearly Meeting Appointees to the Corporation.
- Work with Human Resources to distribute and monitor completion of Conflict-of-Interest forms for all governance members through Convercent.
- Support the Treasurer in the development and monitoring of the Governance budget.
- Participate and/or lead special projects as necessary.
- Other duties as assigned.
EDUCATION: College degree or equivalent experience in lieu of degree.
EXPERIENCE: At least five years of progressively responsible and comprehensive equivalent work experience.
OTHER REQUIRED SKILLS AND ABILITIES:
- Experience with Quaker business practices and decision-making.
- Well-organized and detail oriented. Demonstrated ability to establish and follow processes.
- Demonstrated ability to take initiative, exercise sound judgment, meet deadlines, and complete work independently in an environment of changing priorities.
- Skill in tactful, gracious communication in person and on the phone.
- Demonstrated ability to maintain confidentiality.
- Advanced skill in the use of word processing, spreadsheet, database, and email programs. Experience with Sharepoint and Excel is desirable. Ability to learn other software applications as needed and to train others.
- Dependability in meeting regular work hours and the flexibility to work overtime hours. Must be able to attend weekend and evening meetings and travel as needed.
- Demonstrated experience and skill in taking notes and writing minutes.
- Demonstrated ability to communicate well orally and in writing. Must be able to edit copy and compose letters.
- Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
- Understanding of and commitment to the principles, concerns, and considerations of AFSC regarding issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff and the public.
- Experience with the American Friends Service Committee and/or the Religious Society of Friends is desirable.
- Ability to work in a diverse setting of staff, Board, Corporation, and committee members.
- Demonstrated ability to work independently and as part of a team.
COMPENSATION: Salary Range 14 – Exempt – Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.
The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, gender identity, sexual orientation, or disability.
AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.
The American Friends Service Committee is a smoke-free workplace.