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Description
The Secretary is responsible for maintaining accurate and up-to-date records of Havenlight House’s board activities. As the custodian of official documents, the Secretary ensures transparency, accountability, and compliance with the organization’s bylaws and applicable Texas nonprofit requirements. The Secretary plays a vital role in supporting effective board operations during the startup and growth phases.
Key Responsibilities:
Meeting Management
- Record and maintain accurate minutes of all board meetings.
- Ensure meeting agendas and materials are distributed in advance, in collaboration with the Board Chair and Executive Director.
- Maintain attendance records for all board meetings.
Record-keeping & Compliance
- Maintain the official records of the organization, including bylaws, policies, and board resolutions.
- Ensure proper storage and accessibility of board documents (physical and/or digital).
- Monitor compliance with organizational bylaws and notify the board of upcoming elections or governance requirements.
Board Communication
- Provide official notices of board meetings in accordance with bylaws.
- Ensure board members receive timely updates on organizational matters.
- Act as a liaison between the board and members when distributing official communications.
Support for Governance
- Assist with onboarding new board members by providing copies of bylaws, meeting schedules, and relevant documents.
- Work with the Governance Committee (if formed) to support board development and evaluations.
Qualifications:
- Strong organizational and written communication skills.
- Attention to detail and ability to maintain accurate records.
- Commitment to Havenlight House’s mission and startup growth.
- Ability to dedicate approximately 2–4 hours per month, including quarterly meetings (1–2 hours), preparation of agendas/minutes, and ongoing record management.
Compensation:
Volunteer position (unpaid), with reimbursement for approved expenses.
Term:
- Elected by the Board of Directors.
- Serves a term of 2–3 years, with the possibility of re-election (as specified in bylaws).
Location
Associated Location
How to Volunteer for This Opportunity
How to Apply:
Interested candidates should submit the following to Tjames@havenlighthouse.org with the subject line: Board of Directors Application – [Your Name] or apply directly via our website at https://www.havenlight-house.org.
Required Materials:
- Résumé or CV – highlighting professional background, leadership, and community involvement.
- Statement of Interest (1–2 pages, PDF preferred) – Please share:
- Why you are interested in serving on the Havenlight House Board of Directors.
- Any lived or professional experience relevant to our mission (supporting girls ages 5–22 through trauma-informed residential care).
- Skills or expertise you would bring (finance, law, social work, fundraising, healthcare, education, marketing, community advocacy, etc.).
Optional Materials (Preferred Formats):
- Work Samples (PDF, DOCX, or link): examples of board service, nonprofit work, or community leadership (e.g., strategic plan excerpts, fundraising campaign involvement, advocacy initiatives).
- Letters of Recommendation (if available): at least one professional or community reference.
Additional Requests:
- Confirm your availability for quarterly board meetings (virtual and/or in-person in Harris County, TX).
- Indicate your area(s) of interest (Governance, Finance, Fundraising/Development, Marketing, Programs/Services, Health & Wellness, etc.).
- Share any conflict-of-interest concerns (employment or affiliations with agencies that may overlap with Havenlight House).
Format & Submission:
- Résumé and Statement of Interest should be submitted in PDF format.
- Supplemental materials may be sent in PDF, DOCX, or shared link (Google Drive, Dropbox).
- Applications will be reviewed on a rolling basis until all seats are filled.
Next Steps:
Selected candidates will be contacted for a virtual interview with the Nominating Committee. Final appointments are made by vote of the Havenlight House Board of Directors.
