Secretary of the Board of Directors

Organization Summary: 

• Who we are: Playmakers is a non-profit organization dedicated to providing an opportunity for differently-abled children and adults to experience the joy of programs that others may take for granted. We are located in Southern California and offer 3 unique programs (basketball, baseball, and dance). As of today, we are staffed completely by volunteers, and growing. 
• Our mission: To provide sports and enrichment programs for kids and adults with special needs in an adaptive facility/park built specifically for their community.
• Our Vision: To build an adaptive park where these programs will take place.

Position Summary:

The Secretary of the Board of Directors has a critical role in ensuring the integrity of the board’s operations and maintaining proper documentation of the board’s activities. This role requires meticulous attention to detail, strong organizational skills, and managing multiple tasks effectively.

Key Responsibilities:

1. Record Minutes and Roll at Board Meetings:

• Attend all board meetings and accurately record minutes.
• Document the roll call of attendees and ensure a quorum is present.
• Distribute minutes to board members promptly after meetings.

2. Maintain Records:

• Keep comprehensive records of all board meetings, decisions, and actions.
• Ensure all records are up-to-date and accessible to authorized personnel.

3. Oversee Membership Lists:

• Maintain an accurate and current list of board members.
• Track membership changes, including new appointments and resignations.
• Ensure contact information for all board members is accurate and up-to-date.\

4. Keep Safe All Official Contracts and Records:

• Safeguard all official contracts, agreements, and important documents.
• Ensure the proper filing and security of all physical and digital records.

5. Publish Notices of Scheduled Meetings:

• Prepare and distribute notices for all scheduled board meetings in accordance with the bylaws.
• Ensure timely communication of meeting schedules to all board members.

6. Track Board Member Terms:

• Monitor and track the terms of all board members.
• Notify the board of upcoming term expirations and facilitate the election or appointment process for new or renewing members.

7. Hold Members Accountable:

• Ensure compliance with the board’s bylaws and policies.
• Track attendance and participation of board members.
• Communicate with board members regarding their duties and follow up on assigned tasks.

Additional Responsibilities:

8. Support Board Operations:

• Assist the board chair and other officers in preparing meeting agendas.
• Coordinate the logistics for board meetings, including venue arrangements, technology setup, and refreshments.

9. Facilitate Communication:

• Serve as the primary point of contact for board members regarding meeting schedules, agendas, and documentation.
• Ensure clear and effective communication between the board and organization staff.

10. Administrative Support:

• Provide administrative support to the board chair and other board members as needed.
• Manage correspondence on behalf of the board.

Qualifications:

• Proven experience as a secretary or similar administrative role.
• Familiarity with board governance and operations.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of discretion and confidentiality.
• Proficiency in using office software (e.g., Microsoft Office, Google Workspace).
• Ability to manage multiple tasks and meet deadlines.

Preferred Qualifications:

• Previous experience working with a board of directors.
• Knowledge of legal and compliance requirements related to board operations.
• Experience with digital recordkeeping and document management systems.