Board member- Secretary

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Generally, the International Transformation Foundation’s board secretary accurately records and maintains meeting minutes for each board meeting. They’ll also keep up with directors’ contact information to inform them about upcoming meetings. Another primary responsibility is to monitor the organization’s activities to make sure the actions of the organization follow the bylaws.

Duties:

• Record and distribute board meeting minutes: The International Transformation Foundation board meeting minutes record the board’s actions and decisions. They inform absent attendees what they missed, and these minutes serve as a legal record. The board secretary’s core duty is documenting meetings fully and accurately. Ideally, this individual should memorialize key information such as the board’s actions, the rationale behind decisions, elections of new officers, and reports. After the fact, the board secretary is responsible for promptly proofreading the minutes, getting them approved by the board chair, and distributing them.
• Maintain accurate records : As the custodian of International Transformation’s records, the board secretary ensures that all critical documents are organized, safely stored, and readily accessible to other board members and volunteers. Therefore, the Secretary should be an expert on policies and procedures based on these documents, including any key governing and operating processes that the board has approved. Further, the secretary is responsible for reviewing and updating documents as necessary. If complications arise, the board secretary should be prepared to call attention to the policies and procedures to ensure that the board remains ethical and compliant.
• Schedule regular board meetings: The Board secretary is responsible for lining up meetings with board members and ensuring that most people can attend. This includes distributing the necessary materials that attendees should review prior to the meeting, based on the agenda that the board chair and president creates.
• Oversee membership lists : the board secretary maintains membership lists.
• Ensure contact information is up to date : the board secretary always has up-to-date contact information for every board and volunteer staff member on file, including preferred contact method for reference.
• Hold members accountable : As part of the board’s leadership team, the board secretary is responsible for following up with board members to ensure they’re fulfilling their duties.
• Track board member terms: board secretary keeps a running tab of board classes to ensure the successful rotation of board members at the end of their designated terms. As new members are onboard, the secretary notes their terms’ start and end dates. As each board member completes their term, the secretary reaches out with a reminder that acknowledges the end of their term limit and thanks to them for their service.
• Orient New Board Members: To ensure a successful transition to a new board member including secretary, the board secretary helps their successor get up and running. This means showing them the ropes by sharing sufficient documentation and giving tips for success. The board secretary also assists in new board members onboarding alongside the board chair, helps develop a thorough and engaging orientation.

Qualification:

This position has a wide range of duties, and it requires detail-oriented, communicative, and motivated individuals. The International Transformation Foundation Inc.’s board secretary must be extremely driven and detail oriented.

• At Least bachelor's degree in related fields preferred.
• Minimum of 3 years years of experience in a related role required with some supervisory experience preferred.
• Diplomatic skills and an affinity for cultivating relationships, relationship- building
• Sufficient time and passion to devote and volunteer as a member of the Board of the International Transformation Foundation.

How to apply: