Secretary- Board of Directors

Organization: Joi's Angels

Position Type: Volunteer Board Member

Term: 2026-2027

Time Commitment: 6-7 board meetings annually plus additional committee work (approximately 5-8 hours per month)

About Joi's Angels

Joi's Angels provides wholesome groceries, fresh produce, and essential life supplies to thousands of families monthly throughout Northern New Jersey. Operating food pantries and farmer's markets across Essex, Hudson, Morris, and Union Counties, we serve diverse communities including low-income families, seniors, veterans, and students. Our youth programs focus on service, empowerment, and civic engagement to create good citizens and future community leaders.

Position Overview

The Secretary serves as a key officer of the Board of Directors, ensuring accurate documentation of organizational governance and facilitating effective communication among board members. This role is essential to maintaining organizational transparency, compliance, and institutional memory.

Primary Responsibilities

Meeting Documentation & Records Management:

• Record accurate minutes of all Board of Directors meetings and Executive Committee meetings
• Distribute meeting minutes to board members in a timely manner for review and approval
• Maintain comprehensive records of board actions, resolutions, and decisions
• Preserve official organizational documents, including bylaws, articles of incorporation, and board policies

Communication & Coordination:

• Work with the Board Chair to prepare meeting agendas and supporting materials
• Ensure board members receive meeting notices, agendas, and relevant documents in advance
• Track board member attendance and participation
• Manage board correspondence and official communications

Governance Support:

• Maintain current roster of board members with contact information and terms of service
• Track board member terms and facilitate recruitment/nomination processes as needed
• Ensure compliance with organizational bylaws and governance policies
• Support annual meeting preparation and documentation

Administrative Duties:

• Maintain organizational files in an orderly and accessible manner
• Assist with board orientation materials for new members
• Support the Board Chair and Executive Director with governance matters
• Assist in organizing and maintaining the volunteer database to track engagement, skills, and availability

Development & Fundraising Support:

• Participate actively in fundraising initiatives and campaigns
• Help identify and cultivate potential donors and funding opportunities
• Support grant applications by providing governance documentation as needed
• Make a personally meaningful annual financial contribution to the organization
• Leverage personal and professional networks to expand Joi's Angels' supporter base

Qualifications

Required:

• Strong organizational and time management skills
• Excellent written communication abilities
• Attention to detail and accuracy
• Proficiency with Microsoft Office, Google Workspace, or similar platforms
• Ability to maintain confidentiality
• Commitment to Joi's Angels' mission and values

Preferred:

• Previous board or nonprofit experience
• Familiarity with Robert's Rules of Order or parliamentary procedure
• Experience with document management systems or volunteer database platforms
• Understanding of nonprofit governance

Personal Attributes

• Reliable and dependable
• Proactive and self-motivated
• Collaborative team player
• Passionate about addressing food insecurity and youth development
• Connection to or interest in Northern New Jersey communities