Secretary Board of Directors
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Recruiting Organization: Trauma Resilience Understanding & Education (TRUE) Center
TRUE Board Secretary Job Description
The Secretary will foster effective communication and record-keeping for the Board by providing key support in managing the Board’s meeting agendas, schedules, minutes, and other paperwork. The Secretary serves a key leadership role in establishing a smooth, efficient, and organized setting for the Board to communicate and operate in, and in so doing amplifies the work of every Board member and of the TRUE Center as a whole.
• Communication: The Secretary is an active conduit for communication between the Board and management by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes. The Secretary should be knowledgeable of the organization’s records and related materials, and should be able to provide advice and resources to the Board on relevant topics at issue, such as particular governance matters being addressed at a meeting or a new amendment to state corporate law, for example. The Secretary supports the Board as they discharge their fiduciary duties.
• Scheduling, Notice, and Materials: The Secretary is familiar with and responsible for complying with notice requirements and scheduling meetings to accommodate the schedules of other Board members, and should ensure an adequate number of meetings are held per year, in accordance with the bylaws. The Secretary should be especially familiar with notice requirements and ensure that they are complied with strictly. The Secretary prepares and sends meeting materials far enough in advance of the meeting for each Board member to review such materials, correct any errors, and prepare questions and comments.
• Minutes of Meetings: The Secretary records minutes of meetings, and in so doing provides a memorialized chronology of key information such as Board actions, elections of Directors, and reports from committees and staff. The Secretary gives careful attention to record accurate minutes and be aware and sensitive to any special or confidential information discussed at a meeting. The Secretary should review the minutes and distribute them to all Board members in a timely manner. State and federal agencies, including the IRS, or courts of law may request copies of the meeting minutes for legal purposes or if someone elects to challenge the validity of the nonprofit’s actions or positions, and the Secretary should be well-equipped and prepared to comply with any such requests.
• Maintenance of Records: As the custodian of the organization’s records, the Secretary is responsible for maintaining accurate documentation and meeting legal requirements, such as annual filing deadlines. The Secretary keeps a calendar of filing deadlines, which may include a filing with the corporation’s Secretary of State, the Attorney General, the state tax agency, and the IRS. The Secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible for inspection by Directors.
• Familiarity with Organizational History and Policy: The Secretary should be intimately familiar with the TRUE Center’s policies and procedures such as the articles of incorporation, bylaws, standard operating procedures, key operating principles, child protection or client protection policies, non-discrimination, conflict of interest, zero-tolerance harassment policies or any other key governing and operating processes the Board has approved. The Secretary should be prepared to call attention to policies and procedures during Board meetings and decision-making processes to ensure that the Board is transparent, ethical, and compliant.
• Track Board Member Terms: The Secretary keeps a running list of Board positions to ensure the successful rotation of Board members at the end of their specified term. As new Board members are onboarded, the Secretary should record the beginning and end dates of their term. As Board members approach the completion of their service term, the Secretary should send them a reminder acknowledging the end of their term limit and thanking them for their service. Other Board members should inform the Secretary in writing if they are going to miss a scheduled meeting (excused or unexcused absence), renew their Board term limit (upon invitation of the Board), or resign from the Board.
• Maintain Contact Information for Leadership Team: The Secretary maintains the most current contact information for Board and staff members on file. Contact information also includes each member’s preferred communication method.
• Corporate Seal: The Secretary is charged with keeping the organization’s corporate seal, if one exists. The TRUE Center does not currently have a Corporate Seal.
Serving as the Secretary of the Board of Directors of the TRUE Center is an extraordinary opportunity for an individual who is passionate about serving youth and families in the greater Washington DC area. The ideal Secretary has a track record of success as a Board member and/or board Secretary and has extensive experience in law, administration, government, philanthropy, or the nonprofit sector. Prior experience providing administrative leadership in an organization, agency or business is preferred.
The Secretary must have excellent communication skills, high integrity, and experience cultivating relationships. The Secretary must have experience working with a diverse group in meetings. The Secretary should be passionate about lifting up the lives of children and those who have experienced trauma, and the Secretary should be committed to lifelong learning. The individual who serves in this role must understand and encourage diversity in all forms and share the Board’s goal of building a diverse Board and staff that reflects the community living in the greater Washington DC area. The Secretary will help attract other well-qualified, high-performing board members, as well as help build a base of reliable funders and donors for the TRUE Center.
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Fee Amount: None
This opportunity is recurring
389 5th Ave, 9th Floor, New York, NY 11109, US
To bridge the gap between intention and action in order to bring about social impact.
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Washington North EastWashington, DC 20017
July 6, 2022
- Public Advocacy
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