Secretary

Secretary for Safe Haven Space

Organization’s Purpose:

The purpose of Safe Haven Space is to provide refugee students access to mental health education, programs, and services.

The business and affairs of Safe Haven Space are managed by its Board of Directors, who oversee the organization's properties and funds, except as otherwise provided by the nonprofit corporation law of the Commonwealth of Virginia, the organization’s Articles of Incorporation, or its Bylaws. The Board is entrusted with two primary duties: the Duty of Care and the Duty of Loyalty. The Duty of Care requires board members to act in good faith, with the care an ordinarily prudent person in a similar position would exercise under comparable circumstances, and in a manner believed to be in the best interests of the organization. The Duty of Loyalty mandates that board members prioritize the organization’s best interests above personal gains, barring any self-dealing unless fully disclosed to the board and clearly beneficial to the organization.

Board Member Description:

The Board of Directors is responsible for guiding the organization, fundraising, and ensuring the nonprofit has the necessary resources. This may involve attending networking events and forming valuable connections. Members are also responsible for oversight, insight, and foresight of the corporation. Board members will serve as volunteers without compensation.

Time Frame

Each board member shall serve a one to two-year term.

Meeting Time and Communication Expectations:

Board meetings will be held monthly, with general meetings every two weeks.

Position Description:

The Secretary will be responsible for maintaining accurate records of board meetings, organizational documents, and communications. They will oversee the organization’s documentation and ensure compliance with legal and regulatory requirements regarding board activities.

Responsibilities:

• Maintain accurate records of board meetings, including minutes, agendas, and meeting schedules.
• Ensure all necessary documents are stored securely and are readily accessible to board members.
• Distribute meeting notices, agendas, and minutes to all board members in a timely manner.
• Coordinate board meeting logistics, including scheduling and organizing virtual or in-person meetings.
• Ensure board communications are recorded and follow legal and organizational policies.
• Assist with maintaining organizational compliance regarding board documents, such as filing necessary forms with state and federal agencies.
• Oversee Safe Haven Space’s policies and bylaws to ensure they are up to date and in compliance with regulations.
• Act as the custodian of Safe Haven Space’s corporate records, including official filings.
• Support the Executive Director and other board members in administrative tasks as needed.
• Attend all board meetings and workshops.

Qualifications:

• Bachelor’s degree or equivalent experience.
• Minimum of 2-3 years of administrative or nonprofit experience, preferably in board administration.
• Must reside in the United States.
• Strong organizational and communication skills, with a high level of attention to detail.
• Ability to handle confidential information with integrity and discretion.
• Proficiency in using software systems for document management, scheduling, and communication.
• Ability to manage and organize large amounts of data and documents.
• Resourceful, flexible, and able to multitask in a fast-paced, dynamic environment.
• Personal qualities of integrity, credibility, and a commitment to Safe Haven Space’s mission.