Board Secretary
Volunteer • Flexible • Part-time • Job Description
We were established 25 years ago, as an enthusiastic volunteer group. We still have the same passion, but are now proud to say we have an amazing team of professional staff, supportive members and a highly committed volunteer team. The Kaipātiki Project Board has evolved along with our organisation's goals and structure. We have created the Board Secretary role to provide proactive, professional and accurate support to Board Members. This will include scheduling and organising board and committee meetings, sending out agendas, taking minutes (or editing the AI records of meetings), and working with the Chair and CE to ensure reports are sent out in a timely way, and action points are followed up and met promptly.
What you’ll bring: We are looking for someone highly motivated, with excellent communication skills, and who would value rewarding mahi!
We are looking for someone with the following experience:
- Excellent minute-taking skills.
- Previous experience as a Board Secretary is not required, but it would be valuable.
- Office 365 experience would be ideal.
- Asana experience or willingness to learn.
Our expectations are that you will:
- Have an interest in environment/ sustainability.
- Understand and commit to the Board's vision and purpose.
- Be able to commit approximately 6 hours a month, including attending Board meetings.
- Ensure recordings are collected at the end of each Board meeting.
- Record key decisions, discussion and action items of meetings of the board.
- Ensure minutes of each meeting are provided within one week of that meeting occurring.
- Maintain confidentiality of all items discussed in the board meeting.
About you: We are looking for someone with the following competencies:
- Strong initiative and excellent attention to detail.
- Exceptional written communication and document management skills.
- Excellent relationship and rapport-building skills.
- Excellent time management skills and the ability to meet deadlines.
- An organised, efficient working style with high attention to detail.
What you will be signing up for
When you join us you will get support to be the best version of yourself working for a charity that wants to make a difference for the environment. We have working-from-home flexibility (where practical), and regular check-ins. While this role would require occasional work outside of usual office hours due to evening board meetings, the successful candidate would have the opportunity to manage their schedule in discussion with the Chair.
When do board and committee meetings take place?
We meet once every month except January. Our board meetings take place on Thursdays from 6.30-8.30pm, alternating online and in-person at the Kaipātiki Project EcoHub in Birkdale. Our committee meetings are held mostly during the day as it suits committee members. You are welcome to be part of the board as much as you can, and we invite you to see this as a ‘taster’ process to see how board life may be should you want to join our board or any board as a member in future.
Training: Induction session and attending a meeting, meeting volunteer Board Members, staff and other volunteers.
Ready to join us?
A copy of the Job Description can be found HERE.
To express your interest, please email Charmaine Bailie - Chair at [email protected] with a copy of your CV and/or LinkedIn profile, indicating why you are interested in this opportunity.
