Summary
Description
Secretary of the Board (Volunteer)
Mothers to Daughters
About Mothers to Daughters:
Mothers to Daughters is a mission-driven organization dedicated to empowering young women by fostering mentorship and leadership opportunities. We are committed to creating a nurturing and inclusive environment where members can develop personally and professionally. As part of our dynamic and passionate team, you will play a vital role in shaping the future of our organization.
Position Overview:
The Secretary of the Board will play a critical role in supporting the Board of Directors by ensuring effective documentation, communication, and administration. This position requires an organized and proactive individual who can manage board-related responsibilities with a high level of attention to detail.
Key Responsibilities:
Meeting Coordination and Documentation:
- Schedule, coordinate, and organize all board and committee meetings, in collaboration with the Board Chair.
- Prepare and distribute meeting agendas, notices, and supporting documentation in a timely manner.
- Record accurate and comprehensive minutes during meetings, ensuring key decisions, actions, and follow-ups are documented.
- Maintain and archive all board records, minutes, and governing documents securely and accessibly.
Communication and Correspondence:
- Act as the primary point of communication for board members, ensuring they are informed of relevant updates and actions.
- Distribute official board correspondence and manage responses as needed.
- Facilitate communication between the board and other organizational committees or staff members.
Governance Support:
- Ensure compliance with all organizational by-laws, legal regulations, and governance practices.
- Assist in the onboarding of new board members, including orientation materials and training.
- Monitor and maintain records of board member attendance, terms, and commitments.
Event Planning:
- Organize and coordinate board-related events, such as retreats, fundraisers, and community engagements.
- Manage event logistics, including venue booking, invitations, and on-site coordination.
- Develop and prepare professional presentation decks for board meetings and other organizational needs.
Administrative Assistance:
- Support the Board Chair in preparing reports and official documentation.
- Assist with special projects and initiatives led by the board, as required.
Qualifications and Skills:
- Previous experience in a board support or administrative role is highly desirable.
- Strong project management experience, with the ability to manage multiple priorities and deadlines effectively.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Proficient in using productivity software (e.g., Microsoft Office Suite, Google Workspace) and board management tools.
- Ability to handle confidential and sensitive information with integrity and discretion.
- A collaborative team player with the ability to work independently and proactively.
- Experience with event planning and presentation deck creation is a plus.
- Familiarity with non-profit governance and board operations is a plus.
Commitment
- Attend all board meetings and key organizational events as required.
- Approximate time commitment: 7-10 Hours/Week
Benefits
- The opportunity to make a meaningful impact in empowering the next generation of women leaders.
- Networking and professional development opportunities through board service.
How to Apply
Interested candidates should fill out the application form and submit their application and cover letter.
Mothers to Daughters is an equal opportunity organization and welcomes applications from all backgrounds and experiences.
Mothers to Daughters is committed to providing reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact HR at info@motherstodaughters.ca.
