Executive Board Member | Secretary

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Job Overview:

The Secretary, serving as the Chief of Staff, oversees the organization's administrative functions and supports the board of directors. As the Volunteer Committee Chair, they are critical in managing and enhancing volunteer engagement and coordination, ensuring the organization's operations are efficient and effective.

Key Responsibilities:

• Chair the Volunteer Committee, developing strategies to recruit, train, and retain volunteers.

• Execute the duties as a member of the Board of Directors as stated in the Alliance By-Laws.

• Prepare, distribute, and collect the ballots at any election.

• Perform Alliance communication to Alliance members as requested by the President.

• Email proposed By-Law amendments to all members at least 30 days before the vote, as approved by the Board of Directors, and keep a current copy of the By-Laws.

• Ensure the maintenance of accurate and detailed records, including meeting minutes and organizational documents.

• Facilitate board meetings, including scheduling, preparing agendas, and distributing materials.

• Oversee compliance with legal and regulatory requirements affecting the organization.

• Act as a liaison between the board, staff, and volunteers, enhancing communication and coordination.

• Manage the organization's administrative staff and operations, ensuring efficiency.

• Coordinate internal events and meetings, including logistics and support.

• Implement and manage systems for document management and internal communications.

• Contribute to strategic planning and organizational development initiatives.

• Promote a culture of high performance, teamwork, and continuous learning among volunteers and staff.

• If the Treasurer is unavailable, disburse the Alliance funds by checks signed by the Secretary.

• The President may ask the Secretary to act as Parliamentarian for board meetings or votes. The Secretary may not vote when acting on behalf of the Parliamentarian.

• Serves in a leadership role, ready to step in and support the organization as needed, demonstrating versatility and commitment to VPMMA’s mission.

Required Skills and Qualifications:

• Proven administrative or managerial experience, particularly in a nonprofit setting.

• Strong leadership and organizational skills.

• Excellent communication and interpersonal skills.

• Ability to manage multiple projects simultaneously and meet deadlines.

• Proficiency in document management and office technology.

• Experience in volunteer management and engagement.

• Knowledge of legal and regulatory requirements affecting nonprofits.

• Strategic thinking and problem-solving capabilities.

• High level of discretion and ethical approach to governance.

• Capability to perform under pressure and adapt to dynamic environments.

• Must be a U.S. citizen, including naturalized citizens.

Position Details:

• Type: Volunteer
  Location: Remote

• Board Commitment:

• Dedicate at least 16 hours per month to VPMMA activities.

• Respond to communications within 24 hours, unless on a scheduled break.

• Actively engage in constructive collaboration.

• Fully participate in committee and directorate activities.

• Attend all meetings and provide timely notice of any absences.

• Term Limits:

• Directors serve for two-year terms, beginning January 1 following their election, or until the end of the current board term on December 31, 2025. Executive team transition ends February 1, 2026.

• Reports To: President and Vice President

About VPMMA:

The Veteran Project Manager Mentor Alliance (VPMMA) is a non-profit organization dedicated to supporting and advancing the careers of service members, veterans, and military spouses in project management. We aim to build a strong, supportive community through mentorship, networking, and professional development, believing strongly in the transformative power of project management skills for veterans.

VPMMA is committed to providing all volunteers with an equal opportunity and harassment-free environment and may require background checks for certain positions. Volunteers must maintain confidentiality, adhere to our Code of Conduct, and comply with all applicable laws and policies. This description provides a general overview of the volunteer position and may be modified as needed.

Training and Support:

Volunteers will receive training on VPMMA's mission, programs, and administrative procedures. You will be provided with ongoing support to ensure you have the resources and guidance needed to excel in this role.

Note: Our organization is still evolving, and as such, some roles and responsibilities may change. We will keep you informed and provide updates if there are any changes to your position.

Join our team and help us support veterans in their project management journeys!