Board Secretary

Nashville Tree Conservation Corps

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Job Summary

The Secretary of the Nashville Tree Conservation Corps (NTCC) is a keyboard officer responsible for ensuring efficient organizational operations and governance. This role involves coordinating and documenting board meetings, maintaining official records, handling communications, and ensuring compliance with legal and regulatory requirements. The Secretary also supports board operations by managing documentation, assisting with membership records, and facilitating governance processes. Ideal candidates will have strong organizational and communication skills, attention to detail, and a commitment to NTCC’s mission. This role offers a meaningful opportunity to contribute to the conservation and protection of Nashville’s urban tree canopy.

Job Responsibilities

• Meeting Coordination: The secretary is responsible for organizing and coordinating meetings of the organization’s board of directors, committees, and general membership. This includes scheduling meetings, sending out meeting notices, preparing agendas, and recording minutes.
• Record Keeping: The secretary maintains accurate and up-to-date records of the organization’s activities, including meeting minutes, bylaws, policies, and other important documents. They ensure that these records are securely stored and easily accessible to board members and relevant stakeholders.
• Governance Support: The secretary supports the board of directors by providing administrative assistance in governance matters. This may involve assisting with board elections, maintaining board member contact information, and ensuring compliance with legal and regulatory requirements.
• Communication and Correspondence: The secretary handles incoming and outgoing communications on behalf of the organization. They may be responsible for drafting and distributing official correspondence, such as letters, emails, and announcements, as well as maintaining the organization’s mailing lists.
• Documentation and Filing: The secretary maintains proper documentation and filing systems for the organization’s records, reports, and legal documents. They ensure that documents are organized, archived, and readily accessible when needed.
• Membership Management: In organizations with membership structures, the secretary may manage membership records, process membership applications, and maintain an updated list of members. They may also coordinate membership renewals and communication with members.
• Compliance and Reporting: The secretary assists with ensuring the organization’s compliance with legal and regulatory requirements. This may include filing necessary paperwork, such as annual reports and tax filings, and maintaining records of the organization’s legal and financial documents.
• Support for Board Operations: The secretary provides support to the board of directors by assisting with board meeting preparations, including gathering and distributing relevant materials, and following up on action items. They may also assist with board orientation and training for new members.
• Confidentiality and Ethics: The secretary maintains confidentiality and exercises discretion in handling sensitive information related to the organization’s affairs. They adhere to ethical standards and ensure the confidentiality of board discussions and decisions.
• Collaboration and Support: The secretary collaborates with other board members and staff to support the overall functioning of the organization. They may assist with special projects, events, and other tasks as needed.

Qualifications

There are no specific formal requirements for this role. However, the ideal candidate will have:

• Strong organizational skills and attention to detail
• Experience with administrative tasks, record-keeping, or governance support (preferred but not required)
• Effective written and verbal communication skills
• Ability to coordinate meetings, prepare agendas, and document minutes accurately
• Familiarity with nonprofit operations, compliance, and governance (a plus but not necessary)
• Proficiency in using document management tools and email communication
• Commitment to NTCC’s mission and values, including transparency and collaboration

NTCC encourages individuals from all backgrounds and experiences to apply, as we value diverse perspectives in leadership.

Additional Information

Benefits

How to Apply

Please email Jimi at jimi.daly@treeconservationcorps.org

Details

• Date Posted: February 12, 2025
• Type: Board Member
• Job Function: Administrative
• Service Area: Board Leadership
• Start Date: 03/03/2025
• Working Hours: 3-5 hours per month