Secretary

Volunteer Position | Part-Time | Approx. 10-15 Hours Per Month

About Angelz Services:

Angelz Services is a faith-based nonprofit organization dedicated to providing beauty and wellness services to homebound elderly and disabled individuals across the United States. As a growing organization, Angelz Services is in its foundational stages and relies on strong governance to establish a lasting impact.

As someone raised in a non-denominational Christian environment, I want to emphasize that Angelz Services holds no issue with the diverse branches of Christianity. We value and respect various beliefs and practices that reflect a sincere love for God and others. However, I want to clarify that certain perspectives within some faiths view serving others and volunteering as a way to earn favor with God or secure salvation. While we respect that viewpoint, it does not align with the core mission and morals of Angelz Services.

Our organization is founded on the belief that we serve others not as a means to benefit ourselves, but because God’s love compels us to do so. Our focus is solely on selfless service to those in need, with no personal gain or gratification. We strive to embody Christ’s love by serving others with humility and compassion, recognizing that our calling is rooted in His grace rather than any action we take to “earn” salvation.

For board members and key leaders of Angelz Services, their commitment must be driven purely by a desire to serve others and honor God’s calling, without any intention of self-aggrandizement. With this in mind, I want to make sure there is clarity on this matter, as any conflicting motivations could pose challenges to our shared mission.

We would be grateful for your support in other ways, but it’s important that all board members share our understanding of service as being an expression of God’s love and not a means of self-betterment.

Thank you for your understanding and alignment with our values.

Role Overview:

The Secretary of the Governing Board plays a crucial role in ensuring the smooth operation, record-keeping, and legal compliance of Angelz Services. This individual is responsible for maintaining accurate documentation, coordinating board meetings, and ensuring that governance practices align with the organization’s mission and values. The Secretary must be highly organized, detail-oriented, and dedicated to transparency and integrity.

Key Responsibilities:

1. Board Administration & Record-Keeping

• Maintain official records of board meetings, including meeting minutes, agendas, and resolutions.
• Ensure all documents are properly stored, organized, and accessible for board members when needed.
• Keep an updated record of board members, including contact information, terms of service, and any necessary agreements.
• Maintain and update governing documents, including bylaws, policies, and any amendments.

1. Meeting Coordination & Documentation

• Prepare and distribute agendas, reports, and necessary materials before each board meeting.
• Record and distribute accurate meeting minutes, highlighting key discussions, decisions, and action items.
• Ensure that action items are followed up on and completed promptly.
• Schedule and send reminders for all board meetings, ensuring quorum is met.

1. Compliance & Governance

• Ensure the organization adheres to all nonprofit governance requirements and legal obligations.
• Maintain documentation related to compliance, board resolutions, and any regulatory filings.
• Assist in preparing and submitting required reports and filings as needed.
• Work closely with the President and CEO to uphold ethical governance standards.

1. Communication & Correspondence

• Act as the primary liaison for board communication, ensuring clear and consistent correspondence.
• Facilitate communication between board members, committees, and executive leadership.
• Manage official board-related correspondence, including emails and document distribution.

1. Confidentiality & Integrity

• Uphold the highest level of confidentiality regarding board discussions, decisions, and internal matters.
• Ensure transparency and accountability while maintaining the ethical standards of Angelz Services.

1. Support for Board Development

• Assist with the orientation and onboarding of new board members.
• Ensure board members have access to essential governance documents and training materials.
• Support the board in identifying and implementing best practices for governance and operations.

Skills & Qualifications:

• Organizational Skills: Ability to manage multiple tasks, documents, and schedules efficiently.
• Attention to Detail: Strong focus on accuracy, particularly in record-keeping and document preparation.
• Strong Communication: Excellent written and verbal communication skills for board correspondence.
• Integrity & Confidentiality: Commitment to ethical leadership and handling sensitive information with discretion.
• Knowledge of Nonprofit Governance: Understanding of nonprofit board operations, legal compliance, and record-keeping.
• Proficiency in Technology: Ability to use digital tools for documentation, meeting coordination, and communication.

Expectations & Requirements:

• Time Commitment: Part-time volunteer role requiring approximately 10-15 hours per month.
• Meeting Attendance: Must attend all board meetings and be available for additional meetings as needed.
• Background Check: Must be willing to undergo a background check and confirm there is nothing that would contradict the mission or values of Angelz Services.
• Confidentiality Agreement: Must agree to maintain the highest level of confidentiality regarding board discussions and decisions.
• Faith-Based Alignment: Must support and uphold the faith-driven mission of Angelz Services, ensuring all governance aligns with Christian values.

Reporting Structure:

The Secretary reports directly to the President of the Governing Board and works closely with board members, the CEO, and key leadership to ensure proper governance.

Interview Questions – Secretary of the Governing Board

1. Background & Experience

• Can you share your previous experience in administrative or board secretary roles?
• What systems or methods have you used for record-keeping and documentation?
• Have you ever worked in a nonprofit organization before? If so, what was your role?

1. Organizational & Communication Skills

• How do you ensure accuracy and completeness when taking meeting minutes?
• Can you describe a time when you had to manage multiple tasks and meet tight deadlines?
• What strategies do you use to facilitate clear and professional communication between board members?

1. Governance & Compliance

• What do you understand about nonprofit governance and legal compliance requirements?
• Have you ever been responsible for maintaining legal records or preparing reports for a board? If so, how did you ensure accuracy and timeliness?
• How would you handle a situation where a board member repeatedly fails to follow governance protocols?

1. Confidentiality & Integrity

• How do you handle confidential information in a professional setting?
• Have you ever faced a situation where you had to balance transparency with confidentiality? How did you approach it?
• Do you foresee any potential conflicts of interest in this role? (Examples: serving on another board, business relationships, etc.)

1. Technology & Digital Proficiency

• What software or digital tools have you used for record-keeping and communication?
• Are you comfortable using platforms like Google Drive, Microsoft Office, Zoom, and project management tools?
• How do you stay organized when managing digital files and documents?

1. Commitment & Alignment with Angelz Services’ Mission

• Angelz Services is a faith-based organization. How does your faith align with our mission?
• This role requires approximately 10-15 hours per month. How do you plan to balance this commitment with your other responsibilities?
• Are you willing to undergo a background check to confirm alignment with our mission and policies?