Board Secretary - Lily's Place Animal Sanctuary

Are you passionate about animal welfare and eager to use your expertise to make a meaningful impact? Lily’s Place Animal Sanctuary is seeking dedicated professionals to join our team and help lead us in providing lifelong care for farmed animals in need.

Board Secretary (Volunteer) Description

Position Overview

The Board Secretary at Lily's Place Animal Sanctuary plays a crucial role in maintaining accurate records, ensuring compliance with legal requirements, and facilitating effective communication within the board. This position demands exceptional organizational skills, attention to detail, and a commitment to the organization’s mission and values.

Key Responsibilities

Record Keeping

Meeting Minutes: Accurately record and distribute minutes of board meetings, ensuring they are approved and archived.

Documentation: Maintain custody of the organization’s records, including bylaws, board resolutions, and meeting agendas.

Compliance and Legal

Legal Compliance: Ensure the organization complies with all legal and regulatory requirements, including timely filings and record-keeping.

Governance Documentation: Ensure that all governance documents are current and accessible to board members.

Communication

Agenda Preparation: Collaborate with the Board Chair and Executive Director to prepare and distribute meeting agendas and related documents.

Board Correspondence: Handle official board correspondence, including notices of meetings and other communications to board members.

Membership Records

Board Member Information: Maintain current contact information and records of board members, including attendance and terms of office.

Administrative Support

Meeting Coordination: Assist in coordinating logistics for board meetings, including scheduling, venue arrangements, and materials preparation.

Board Orientation: Support the orientation of new board members by providing necessary documentation and information.

Qualifications

Organizational Skills: Exceptional organizational skills and attention to detail.

Communication Skills: Strong written and verbal communication skills.

Understanding of Legal Requirements: Familiarity with legal and regulatory requirements for nonprofit organizations.

Commitment: High level of personal integrity and a strong commitment to the organization’s mission and values.

• Experience: Previous experience in administrative or secretarial roles, preferably within a nonprofit organization, is an asset.

Commitment

This is a volunteer board role requiring consistent participation and a collaborative spirit.

Time Commitment: Attend at least 75% of quarterly board meetings (held virtually), and prepare in advance by reviewing and organizing board materials.

Role Responsibilities: Maintain up-to-date board records, distribute meeting minutes, and help coordinate logistics for board communications and meetings.

Leadership Participation: Take an active role in the board’s strategic discussions and decision-making processes. The Secretary is a key part of ensuring board transparency and legal compliance.

Fundraising Support: While this is not a fundraising role, all board members are expected to support our fundraising goals in ways that align with their capacity—such as helping promote campaigns, making an annual donation, or introducing potential supporters.

Shared Stewardship: Board members are ambassadors for Lily’s Place. As part of the leadership team, the Secretary contributes to a culture of accountability, shared responsibility, and compassion for both animals and humans.

This role is fully remote, though local board members are encouraged (not required) to attend at least one on-site visit per year.

Compensation:

Service on Lily’s Place Animal Sanctuary’s Board of Directors is without remuneration, except for administrative support, travel, and accommodation costs related to Board duties.

Recruitment Process:

1) Please complete this form, including submitting your resume and 2 references.
2) Please complete our leadership self-survey with your application (you will be forwarded to the survey after completing this form).

We value diversity and encourage individuals from all backgrounds to apply.
We will only contact those top applicants for an interview with the hiring committee.

Questions:
For more information before completing your application, please reach out via email (hello@lilysplace.ca)