Board Secretary

Position Overview

The Board Secretary of The Odis Ella Foundation plays a critical role in stewarding the organization’s integrity, continuity, and accountability. This position supports the Board of Directors by ensuring accurate documentation, clear communication, and strong governance practices that align with the Foundation’s mission to cultivate culturally grounded, ethically led futures for young people ages 16–21.

The Secretary is not a passive note-taker, but a guardian of record, structure, and institutional memory, helping ensure the Foundation grows with intention, transparency, and stability.

Core Responsibilities

Governance & Compliance

• Maintain accurate and complete records of Board meetings, including agendas, minutes, resolutions, and attendance
• Ensure Board actions and decisions are properly documented and archived
• Support compliance with bylaws, policies, and governance best practices
• Maintain official organizational records, including governing documents and Board rosters

Board Operations & Communication

• Coordinate with the Executive Director to prepare and distribute Board meeting materials in advance
• Ensure timely notice of meetings and quorum tracking
• Support clear communication between Board members and leadership
• Assist with onboarding new Board members by maintaining orientation materials and records

Organizational Integrity & Continuity

• Serve as a steward of institutional memory, ensuring leadership transitions and program growth are well-documented
• Support the alignment of Board decisions with the Foundation’s mission, values, and long-term vision
• Uphold confidentiality, professionalism, and ethical standards at all times

Ideal Candidate Profile

The ideal Board Secretary for The Odis Ella Foundation is:

• Organized, detail-oriented, and reliable
• Experienced in governance, administration, law, nonprofit leadership, or corporate operations (preferred)
• Comfortable working with leadership in a collaborative, mission-driven environment
• Committed to ethical leadership, youth protection, and culturally rooted impact
• Able to hold structure without rigidity and accountability without ego

Time Commitment

• Attendance at all Board meetings (virtual or in-person)
• Preparation and follow-up time for meeting documentation
• Estimated 3–5 hours per month, with flexibility depending on Board activity

Why This Role Matters at The Odis Ella Foundation

As the Foundation builds and launches critical programs—such as its Mentorship and Etiquette initiatives—the Board Secretary ensures that growth is supported by clarity, accountability, and strong governance. This role is foundational to protecting the organization, its leadership, and the young people it serves.

Term & Service

• Board-appointed position
• Term length as outlined in Foundation bylaws
• Volunteer role, aligned with service and legacy-building