Board Secretary

Save to Favorites

Your Hearing Dog Inc's mission is to supply specially trained service dogs to the deaf and hard-of-hearing community, as well as veterans with the same challenges. YHD is searching for a Board Secretary. You can view specific details about our nonprofit by viewing our board prospectus, https://bit.ly/4eZrEIc.

JOB DESCRIPTION

The Secretary is primarily responsible for coordinating the recording of board meeting minutes and maintaining organizational documents and records. In addition to the member-at-large responsibilities (you’ll receive a copy of those as well) and in accordance with the organizational bylaws, the Secretary shall be responsible for:

• Maintaining board records and ensuring effective management of the organization’s records.
• Managing board meeting minutes: Collect and send a draft of the minutes to the Chair for approval and then send on to the rest of the Board. Minutes should reflect the activities of meetings in an objective manner, without unnecessary commentary. They should include the following information:
  • Who is present and absent
  • Agenda
  • Items discussed
  • Key issues raised
  • Votes and action items and
  • Any other relevant information
• Ensuring minutes are distributed to members shortly after each meeting.
• Maintaining sufficient familiarity with legal documents (articles, by-laws, IRS letters, etc.) to reference when necessary in board meetings.
• Maintaining a chart of starting and ending dates for each Board member.
• Working with the Executive Director to ensure all decisions and documents are consolidated in the Your Hearing Dog Handbook.

(In the absence of the Secretary at any meeting, a secretary pro tempore shall be appointed by the presiding Officer.)

This is a virtual opportunity but if you're local to the Colorado Springs / Pueblo, CO area it's a definite plus.

As a board member you should be willing to assist us in raising awareness for our mission and help us connect with your network. This is important because of we to "build an army of the engaged" and connecting with your existing family and friends is a must.

Board member positions at YHD are a two year commitment with the possibility of a second term.

QUALIFICATIONS

Board secretaries play a crucial role in ensuring smooth board operations and corporate governance. To be effective, they need a blend of skills and experience. Here's a breakdown of the key qualifications for becoming a board secretary:

Essential Skills:

• Administrative and Secretarial Skills: Experience in managing schedules, organizing meetings, and handling documents efficiently is a must.
• Legal and Governance Knowledge: A strong understanding of corporate governance principles, relevant laws, and regulations is essential to ensure the board adheres to best practices and compliance.
• Communication Skills: The board secretary acts as a bridge between board members, management, and other stakeholders. Excellent written and verbal communication is key for clear and concise information exchange.
• Collaboration and Interpersonal Skills: The ability to work effectively with a diverse group of individuals and foster a collaborative environment is necessary.
• Technology Proficiency: Being well-versed in office software, document management systems, and online meeting tools is crucial for efficient information management and communication.

Additional Desirable Qualities (not mandatory but a plus):

• Experience in Board Governance: Prior experience in a board setting or with corporate governance is a plus.
• Organizational Skills: A meticulous and detail-oriented approach is essential for keeping accurate records and ensuring smooth meeting logistics.
• Confidentiality: Board discussions often involve sensitive information. Discretion and adherence to confidentiality protocols are paramount.
• Proactiveness and Initiative: The ability to anticipate needs, take initiative, and think ahead is valuable for a successful board secretary.

Familiarity with the YHD's mission and goals is necessary. Engaging with and raising donations through your network is crucial.