Board Secretary

ABOUT US

Missing Pieces Support Group is a nonprofit organization organized by a group of women who have experienced pregnancy losses ranging from first-term miscarriages to stillborns. We are dedicated to uplifting underserved communities through advocacy, education, and resource connection. We understand the emotional and physical toll that pregnancy loss carries and are committed to supporting families through awareness, community, and accessible resources.

Our mission includes:

• Providing informational and educational resources
• Building a mindful, supportive community
• Offering a platform for families to share their stories

ROLE OVERVIEW / PRIMARY PURPOSE

The Board Secretary is an executive, voting member of the Board of Directors and serves as the steward of board governance records, documentation, and communication. This role ensures the integrity, organization, and accessibility of board information, while supporting effective governance practices and board operations.

The Secretary works closely with the Board Chair and Executive Director to maintain strong governance processes, accurate records, and timely communication across the Board.

The Secretary is accountable to the Board of Directors and operates within the authority granted by the bylaws. As with all board members, this role does not direct staff or act independently outside of approved governance responsibilities unless authorized by the Board.

MPSG Board Members operate within the framework of: Lead. Fund. Recruit. Advocate.

KEY RESPONSIBILITIES / DUTIES

1. Governance & Board Operations – Lead

• Maintain accurate and complete records of all Board and committee meetings
• Record, prepare, and distribute meeting minutes in a timely manner
• Ensure board documents, bylaws, policies, and records are current and organized
• Track board terms, attendance, and key governance milestones
• Support adherence to governance policies and procedures

1. Meeting Coordination & Documentation

• Collaborate with Board Chair and Executive Director to prepare meeting agendas
• Distribute meeting materials in advance of board meetings
• Ensure proper documentation of motions, votes, and decisions
• Maintain a secure and accessible archive of board documents and records

1. Compliance & Organizational Records

• Ensure proper maintenance of legal and corporate records
• Support filing and documentation of board resolutions and governance actions
• Maintain updated board roster, committee assignments, and contact lists
• Ensure compliance with nonprofit governance requirements and documentation standards

1. Communication & Board Engagement

• Serve as a central point for board communication and record-sharing
• Support onboarding documentation for new board members
• Help ensure board members have access to necessary tools, materials, and updates
• Maintain communication systems (e.g., shared drives, board portals, or WhatsApp updates)

1. Board Support & Leadership Partnership

• Work closely with Board Chair and Executive Director to support board effectiveness
• Assist in coordinating annual board calendar, key meetings, and governance timelines
• Support board evaluations, onboarding, and leadership transitions

1. General Board Member Responsibilities

As a member of the MPSG Board, the Secretary will also:

Lead

• Actively participate in board and committee meetings
• Serve as a strategic advisor and mission ambassador

Fund

• Fulfill the $1,000 annual give/get commitment
• Participate in fundraising campaigns and events
• Maintain 100% board giving participation

Recruit

• Identify and engage potential volunteers and future board members

Advocate

• Represent MPSG within the community
• Promote the organization’s mission, services, and programs

SKILLS & QUALIFICATIONS

• Strong organizational and administrative skills
• Experience with meeting documentation, recordkeeping, or governance support
• Exceptional written communication and attention to detail
• Ability to manage confidential information with integrity and discretion
• Comfort using digital tools (Google Drive, shared documents, board portals, etc.)
• Strong time management and follow-through

Preferred but not required:

• Experience serving on a nonprofit board
• Familiarity with nonprofit governance practices and bylaws

BOARD STRUCTURE & TIME COMMITMENT

• Serve a 2-year renewable term
• Attend monthly Board meetings (approximately 1 hour)
• Participate in Governance or relevant committee meetings
• Dedicate approximately 8–10 hours per month
• Participate in at least one signature MPSG event annually

BENEFITS OF BOARD SERVICE

• Shape the internal structure and governance of a growing mission-driven organization
• Support a trauma-informed community serving families experiencing loss
• Expand leadership and governance experience
• Build meaningful connections and professional networks
• Leave a lasting impact on families, volunteers, and community partners

ONBOARDING & SUPPORT

• 30-day mutual assessment period to ensure alignment and fit
• Board orientation including governance, mission, and committee structure
• Ongoing support from Board Chair and Executive Leadership Team