Volunteer Fundraising Coordinator

Job Description:

Job Summary: As a Committee Coordinator, you are the operational linchpin for a specific Advisory Board committee. You provide essential administrative and logistical support to ensure your assigned committee runs smoothly and effectively. Reporting to the central Committees Coordinator, you will manage the meeting lifecycle, handle documentation, and facilitate clear communication, enabling committee members to focus on strategic discussion and planning. This role is perfect for a detail-oriented, proactive individual who enjoys collaborative work and wants to contribute to the foundational governance of our organization.

Job Responsibility: You will serve as the operational backbone for a specific committee, managing all meeting logistics, documentation, and communication to enable strategic member discussion. You will schedule meetings and send agendas; take and distribute minutes; maintain committee documents, and report to the central Committees Coordinator.

GENERAL RESPONSIBILITY

1. Meeting Coordination & Logistics:

• Work with your assigned Committee Chair and Vice-Chair to schedule quarterly and special meetings.
• Manage all meeting logistics, including sending calendar invites, preparing virtual meeting links, or coordinating in-person details.
• Prepare and distribute the meeting agenda and supporting documents to all committee members at least one week in advance.

1. Documentation & Minutes:

• Attend all meetings of your assigned committee to record attendance and take detailed notes.
• Draft, finalize, and distribute clear and concise meeting minutes within five (5) business days, capturing key decisions, discussion points, and action items.

1. Communication & Information Flow:

• Serve as a key communication link for the committee, sending reminders and following up on action items with members.
• Collaborate with other Committee Coordinators to share best practices and ensure consistency across all committees.
• Report directly to the central Committees Coordinator, providing updates and ensuring all committee documents (minutes, draft plans, reports) are submitted for the organization-wide governance workflow.

1. Committee Support:

• Maintain a dedicated, organized digital folder for all committee documents.
• Assist with onboarding new committee members by providing orientation materials.
• Support the Committee Chair with other administrative tasks as needed to advance the committee’s goals.

BASIC RESPONSIBILITIES

• Manage the full meeting lifecycle: Schedule committee meetings, handle all logistics (virtual links, room bookings), and prepare and distribute agendas and supporting documents.
• Serve as recording secretary: Attend all meetings, take detailed minutes, and finalize and distribute them promptly, ensuring accurate capture of decisions and action items.
• Maintain organized documentation: Keep a centralized, secure digital archive for all committee records, including rosters, meeting notes, and draft plans.
• Facilitate clear communication: Act as the primary communication link for the committee, sending reminders, following up on tasks with members, and onboarding new members.
• Ensure information flow to governance: Collaborate with other Committee Coordinators and report directly to the central Committees Coordinator, providing all necessary documents for the organization-wide approval process.

QUALIFICATIONS

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently, manage time effectively, and meet deadlines.
• Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar) and virtual meeting platforms (Zoom, Teams).
• Discretion and the ability to handle confidential information with discretion and care.
• A collaborative spirit and a proactive, problem-solving attitude.
• A passion for the mission of Womenful Voice.