Executive Secretary

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Purpose of the Role: The Secretary is responsible for managing the documentation and retention of key Friendship is the New Pretty #2, Inc (FITNP) information for the sustainability of the organization.

General Description: The Secretary creates and distributes all meeting minutes, detailing and chronicling activities during Board of Directors and Membership Meetings. Upon completion of minutes, and preliminary approval by the President, the Secretary forwards the resulting action items to the responsible Director and/or Committee Chair .

Specific Activities this Role is Responsible For:
1. Planning. Prepares the Board meeting meetings, within 5 business days
following the Board Meeting. Additionally, acts as communication conduit for
the President.
2. Recruiting. The Secretary works with all Board members and assists with
recruitment as help is needed , including recruiting efforts for corporate
sponsorship .
3. Leadership. Supporting Board meeting effectiveness through thorough
understanding of FITNP's bylaws and Robert’s Rules of Engagement. Acts as a resource for the President and the Board in meeting protocol.
4. R eporting. Records, publishes, circulates, and retains meeting and retreat
minutes. Works with all Board members and administrative staff to manage,
collect, publish and retain essential FITNP Board materials.
5. Technology requirements:
a. Utilizing technology (Cloud Based Document Sharing platform currently):
i. Manage the information repository

General Requirements:

• Work with administrative staff and President to assure all required documents and information is obtained and presented to the incoming Board.
• Work with the President to ensure that Policies and Procedures and Role
  Descriptions are updated annually, as needed.
• As her /his schedule permits, the Secretary should attend all Board and membership meetings and events:
  o Minimum of two (2) VetChat Support events
  o Minimum of three (3) FITNP sponsored events with SAMMinistries, Haven
  for Hope, or a battered women/children shelter
  o Minimum of one (1) community event/fair /conference in which FITNP is a
  registered vendor
  o Other special meetings or events
• Attend the Annual Board retreat
• Join FITNP social media platforms (i.e. Facebook, LinkedIn , Instagram, YouTube and Twitter)

Experience Desired | Required:

• Exceptional organizational, management, and process skill set
• Detail-oriented and focused
• Exceptional written and electronic communication skills
• Proactive leader
• Ability to partner well with others
• Required to be in business 2 years
• Actively participate in social media by sharing and posting on the FITNP
  social media platforms.

Board Director: Yes
Level: Officer/Executive Committee; Voting Board member
Expected Time Commitment: 1 2 hours/month