Board Secretary

Position Title: Board Secretary

Reports To: Board Chair

Term Length: Three (3) years, renewable once

Compensation: Volunteer (uncompensated)

Time Commitment: Approximately 2–6 hours per month

POSITION OVERVIEW

The Secretary is a vital officer of the Board, responsible for ensuring accurate record-keeping, meeting management, and compliance with governance requirements. The Secretary ensures that the board operates with transparency, efficiency, and proper documentation — serving as the institutional memory of the organization.

KEY RESPONSIBILITIES

• Prepare, distribute, and archive agendas and supporting materials prior to each board meeting in conjunction with the Executive Director and Board Chairperson.
• Record accurate, timely minutes of all board and committee meetings
• Maintain official organizational records including bylaws, policies, and resolutions
• Ensure compliance with state and federal reporting requirements related to governance
• Oversee correspondence on behalf of the board when directed by the Chair
• Coordinate board member onboarding documentation and signed agreements
• Manage the board meeting calendar and coordinate logistics
• Ensure quorum requirements are met and voting outcomes are properly documented
• Support the annual board self-evaluation process
• Work with other Board Members to support fundraising efforts, including a personal annual commitment

QUALIFICATIONS

• Strong organizational and administrative skills with high attention to detail
• Excellent written communication skills — ability to produce clear, professional minutes
• Familiarity with nonprofit governance principles and Robert's Rules of Order preferred
• Proficiency with digital tools (Google Workspace, Microsoft 365, or equivalent)
• Prior experience in a secretary, administrative, or governance role preferred
• Discretion and ability to handle confidential information appropriately

• What We Offer
• A central role in the organization's governance and institutional health
• Opportunity to develop and apply organizational leadership skills
• Access to board leadership development resources
• Meaningful contribution to a mission-driven organization