Board Secretary

Position: Board Secretary

Time Commitment: 5–15 hours/month

Position Type: Volunteer, Board of Directors

Position Details: Fully remote (optional in-person event participation)

Role Summary:

The Board Secretary is responsible for ensuring that the Terra Elysium Foundation’s board operations are organized, accessible, and well-documented. This includes maintaining accurate records, providing scheduling support, and facilitating internal communication. The Secretary plays a key role in maintaining transparency, continuity, and administrative order, particularly during meetings and decision-making processes.

In addition to managing meeting logistics and documentation, the Secretary may support other board members and the executive team in distributing information, onboarding materials, and maintaining an up-to-date shared drive and governance filing system.

Key Responsibilities:

• Record and distribute accurate minutes for all board and committee meetings
  Maintain organized records of meeting agendas, action items, votes, and attendance
• Ensure that board members receive timely calendar invites and relevant materials ahead of meetings
• Support the Governance Committee Chair in document preparation and onboarding activities as needed
• Assist with scheduling or note-taking for occasional executive team meetings, if required
• Maintain shared folders and administrative files within Terra’s internal drive, ensuring proper organization and access permissions
• Keep track of upcoming deliverables, deadlines, and follow-up items from meetings
• Alert the Board Chair or Governance Committee to missing documentation, procedural gaps, or scheduling conflicts
• Support general administrative continuity, in alignment with Terra Elysium’s bylaws and board governance procedures

Collaboration & Support:

The Board Secretary works closely with the Board Chair, Governance Committee Chair, and Vice Chair. This role may also collaborate with other board members, executive staff, and project leads on documentation and organizational tasks.