Collaborative Community Housing Initiative: CCHI Board Secretary

CCHI Secretary Role Description

Position: Secretary

Reports to: Board of Directors

Commitment: As agreed by board, with regular attendance at meetings

The Secretary supports Collaborative Community Housing Initiative (CCHI) by ensuring accurate documentation, facilitating communication, and maintaining organizational records. This role is essential for keeping the board and members informed and engaged.

Key Responsibilities

1. Meeting Support
   • Record, review, and distribute minutes from board meetings.
   • Review meeting recordings/notes and summarize key points, decisions, and action items.
   • Maintain a running list of board and organizational to-dos for follow-up.
2. Calendar & Communication Management
   • Maintain and update the CCHI Google Calendar and internal Hub with board meetings, community events, and gatherings.
   • Ensure all members receive timely notifications of events and deadlines.
   • Stay up-to-date on the organization’s activities and communications.
3. Documentation & Recordkeeping
   • Maintain official records of board actions, policies, and organizational documents.
   • Ensure minutes, agendas, and action items are accessible to board members and relevant staff.
4. Recognition & Correspondence
   • Assist in writing and sending thank-you notes and recognition to donors, volunteers, and community supporters.
   • Support communications that foster member engagement and community participation.
5. Collaboration & Support
   • Work closely with the board president and other board members to ensure organizational priorities are documented and tracked.
   • Support special projects and administrative needs as requested by the board.

Skills & Qualifications

• Strong organizational and communication skills.
• Proficiency with Google Calendar, email, and document management.
• Attention to detail and ability to summarize meeting discussions accurately.
• Comfortable with written correspondence for donor and volunteer recognition.
• Ability to maintain confidentiality when handling sensitive information.

Time Commitment

• Attend all board meetings and participate in committee or special meetings as needed.
• Allocate time for reviewing minutes, updating calendars, tracking to-dos, and supporting communications