Board Secretary for OnePeople Philanthropy

OnePeople Philanthropy is looking for a detail-oriented, high-integrity professional to serve as Board Secretary. This role is the guardian of our corporate records and the orchestrator of our board’s efficiency. You will ensure that our governance processes are as impactful and transparent as our grant-making.

Key Responsibilities

Governance & Compliance

• Maintain the official records of the organization (Bylaws, Articles of Incorporation, etc.).
• Ensure the organization meets all legal requirements regarding board filings and reporting.
• Serve as an expert on the organization’s governing documents to ensure all board actions remain "by the book."

Meeting Management & Documentation

• Manage the board calendar and ensure all members receive timely notice of meetings.
• Coordinate with the ED and Chair to distribute agendas and briefing materials in advance.
• Record, finalize, and distribute accurate minutes of all board and committee meetings.

Communication & Records

• Act as the custodian of the Board Portal or shared digital archives.
• Maintain an up-to-date roster of board members, including terms of service and contact info.
• Ensure all board policies(Conflict of Interest, etc.) are signed and filed annually.

Candidate Profile

This isn't just about taking notes; it’s about administrative leadership. We are looking for:

• Prior Board Experience: Experience in a governance role (Secretary or Committee Chair) is highly preferred.
• Precision & Clarity: Exceptional writing skills with the ability to summarize complex debates into concise, actionable minutes.
• Discretion: A high level of professionalism and the ability to handle confidential information with absolute integrity.
• Organizational Tech-Savviness: Proficiency with board management software, digital signatures, and secure cloud storage.

Commitment & Term

• Term: Three-year term, renewable once.
• Time Commitment: Approximately 5–8 hours per month. This peaks around quarterly board meetings (prep and post-meeting documentation).

How to Apply

Interested candidates should submit a CV and a brief "Statement of Intent" detailing their philosophy on philanthropic governance to philanthropy@onepeopleto.ca.