Board Secretary – Hailey Bankhead Foundation, Inc.

About the Organization

The Hailey Bankhead Foundation, Inc. is a 501(c)(3) nonprofit organization dedicated to supporting children and families impacted by childhood cancer through financial assistance, hospital outreach, advocacy, and community programming. Our mission is rooted in compassion, integrity, and service.

Position Overview

The Board Secretary plays a vital role in supporting the governance and effectiveness of the Hailey Bankhead Foundation’s Board of Directors. This position is responsible for maintaining accurate records, ensuring compliance with organizational policies, and supporting clear communication among board members. The Secretary serves as a key administrative partner to the Board Chair and Founder/CEO.

Key Responsibilities

Board Administration & Records

• Prepare, record, and maintain accurate minutes for all board and committee meetings
• Maintain official board records, including bylaws, policies, resolutions, and attendance
• Ensure proper documentation and secure storage of organizational records
• Track board member terms, elections, and required filings

Meeting Coordination

• Distribute meeting notices, agendas, and supporting documents in a timely manner
• Assist with scheduling board meetings and special sessions
• Ensure quorum requirements are met and properly documented

Compliance & Governance

• Support compliance with nonprofit governance best practices
• Ensure board actions and decisions are properly recorded and archived
• Assist with annual filings, reports, and documentation as requested

Communication Support

• Serve as an official point of contact for board correspondence when needed
• Work closely with the Board Chair and Founder/CEO to support board operations
• Maintain confidentiality and professionalism in all matters

Qualifications

• Strong organizational and administrative skills
• Excellent written communication and attention to detail
• Ability to manage confidential and sensitive information with discretion
• Basic proficiency with email, shared documents, and virtual meeting platforms
• Previous nonprofit, board, or administrative experience preferred but not required
• Commitment to the mission of the Hailey Bankhead Foundation