Board Secretary

Save to Favorites

The Secretary will support the work of Hope for Widows Foundation and provide mission-based leadership and strategic governance. The Secretary provides administrative and clerical support to the Board, through the timely and accurate collection and sharing of information directly related to its activities. The Secretary will work closely with the Chair of the Board in the planning of the Board of Directors and Foundation meetings.

Time Commitment

Estimated 5-10 hours per month (Board meetings, administrative work, meetings with the Board Chair, email correspondence, social media exposure)

Term of Office -Two years with the possibility of renewal for a second term.

Roles and Responsibilities

• The creation and timely distribution of agendas for all Board meetings and Association membership meetings (e.g. annual strategy meeting).
• Prepares the official minutes of all Board meetings and records motions, discussions, action items, votes, and decisions, along with ensuring they are distributed in a timely fashion after each meeting.
• Ensures organizational records are maintained according to the bylaws and are available upon request by authorized board members or executive management.
• Provides members with required meeting notices, sending calendar invites and provides guidance on proper meeting procedures.
• Maintains a full contact list of board members including board member appointment dates, term of appointments and board member bios.
• Electronically saves, updates and maintains the Foundation’s corporate book and other legal documents.
• Oversees the Foundation’s incorporation and charitable registration status and the facilitation of all annual filings of required reports and information.
• Leverages connections, networks, and resources to develop collective action to fully achieve the organization’s mission.
• Exercises loyalty to Hope for Widows Foundation and respects confidentiality regarding internal affairs.
• Serves as an informal advocate for Hope for Widows Foundation in the community.
• Supports the organization financially per the Board Agreement, and assists in the identification and solicitation of potential donors, wherever possible.
• Participates in major organization events and supports the community in their participation.

Qualifications

• Commitment to the organization’s mission and strategic directions.
• Administrative experience with exposure to various business environments OR equivalent education/experience.
• Proficient knowledge of computers and applicable computer software applications.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and high level of professionalism.
• Ability to exercise discretion, maintain confidentiality and independent judgment with respect to matters of significance.
• Excellent written and oral communication skills coupled with natural collaborative working style.
• Ability to interact with board members and the organization's membership, all of whom come from diverse business or cultural backgrounds.
• Ability to commit the time required to fulfill the responsibilities of this role.