How to Be Board Secretary - Job Description, Skills, and Interview Questions

May 11, 2020 / 5 Minutes Read / By Albert

How to Become

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The lack of a board secretary can cause significant issues in any organization. Without someone to keep records and document meetings, it can be difficult to track progress and ensure that important decisions are recorded accurately. This can lead to confusion and ambiguity, which can undermine the effectiveness of the organization.

without a board secretary, important documents may not be stored securely and could be vulnerable to loss or tampering. To avoid these issues, it is important for organizations to have a dedicated board secretary who is responsible for keeping accurate records and ensuring that meetings are properly documented.

Steps How to Become

Earn a Bachelor's Degree. To become a board secretary, you will need to have at least a bachelor's degree in business administration, public administration, or a related field.
Obtain Certification. Certification is not necessarily required for board secretaries, but it can help make you more competitive in the job market. There are several certification programs available through professional organizations such as the American Society of Association Executives (ASAE) and the Institute of Certified Professional Secretaries (ICPS).
Get Experience. Many employers require board secretaries to have experience in organizational management. You can gain this experience by working in a related field such as administrative assistant, executive assistant, or office manager.
Develop Essential Skills. Board secretaries must possess strong organizational and communication skills as well as the ability to multitask and prioritize tasks. You should also have a good understanding of financial management and budgeting.
Find a Board Secretary Position. You can find board secretary positions through job websites such as Indeed and Monster. You can also look for job postings on association websites or contact associations directly to inquire about open positions.

The success of an organization is directly related to the effectiveness of its Board Secretary. Good Board Secretaries are reliable, organized, and efficient in their duties. Reliability means the Board Secretary is dependable and consistently meets deadlines and follows through on commitments.

Efficiency involves the Board Secretary completing tasks quickly and accurately, while conserving resources. An effective Board Secretary should also have excellent communication and interpersonal skills to effectively interact with board members and staff. The quality of the Board Secretary's work can have a direct impact on an organization's success, as they play a critical role in ensuring the smooth running of operations.

You may want to check Executive Legal Secretary, Departmental Secretary, and Executive Personal Secretary for alternative.

Job Description

Ensure that all board meetings are properly conducted according to the rules and regulations of the organization.
Prepare accurate minutes of all meetings and distribute them in a timely manner.
Prepare and submit reports to the board of directors as required.
Maintain accurate records of all board meetings, including attendance records, voting records, and any other pertinent information.
Create agendas and other materials for board meetings and ensure they are distributed to members in a timely manner.
Prepare and distribute documents necessary for the board to transact business.
Assist board members in understanding the organizations policies and procedures.
Monitor compliance with state and federal laws and regulations pertaining to the organization.
Provide guidance on ethical matters related to the organizations operations.
Serve as an information resource for board members regarding issues affecting the organization or its stakeholders.

Skills and Competencies to Have

Knowledge of corporate governance and legal compliance.
Ability to effectively manage and lead a board of directors.
Strategic planning and decision-making skills.
Strong communication and interpersonal skills.
Knowledge of financial operations and budgeting.
Knowledge of risk management and audit processes.
Understanding of boardroom dynamics and best practices.
Ability to represent the organization in a professional manner.
Ability to develop and maintain relationships with key stakeholders.
Understanding of the companys mission, values, and goals.

Good communication skills are essential for board secretaries as they are responsible for conveying vital messages to board members and other stakeholders. Effective communication helps to ensure that information is disseminated accurately and efficiently. To be a successful board secretary, one must be able to listen carefully, understand the context of conversations, and convey messages in a professional and clear manner.

Poor communication can lead to misinterpretation of information, which can have serious consequences. Board secretaries must also be organized, detail-oriented, and capable of multitasking in order to handle the administrative and secretarial duties associated with the role effectively. Furthermore, they must be able to comprehend legal documents and regulations related to the board and be willing to take initiative in solving problems.

Developing these skills will help board secretaries to excel in their roles and help ensure the success of their organization.

Office Administrative Secretary, Technical Administrative Secretary, and Office Secretary are related jobs you may like.

Frequent Interview Questions

What experience do you have working in the role of a Board Secretary?
How would you describe your ability to take minutes accurately and efficiently?
What experience do you have with corporate governance and planning?
What strategies do you use to ensure that board meetings are productive?
Describe your approach to preparing board materials in advance of meetings.
How do you handle confidential documents and information?
What techniques do you use to ensure compliance with applicable regulations?
How do you stay informed of changes in board regulations, policies, and procedures?
Describe a situation in which you had to manage conflicting opinions among board members.
How do you handle difficult conversations in a professional manner?

Common Tools in Industry

Cloud Storage. A cloud-based storage system that allows users to store and access data over the internet (eg: Google Drive).
Calendar Management Software. Software that helps to manage and organize calendar events, tasks, and appointments (eg: Microsoft Outlook).
Document Management System. A system that allows users to store, organize, and share documents (eg: Microsoft SharePoint).
Task Management Software. Software that helps users track tasks, deadlines, and team members progress (eg: Asana).
Project Management Software. Software that helps plan, organize, and manage projects (eg: Trello).
CRM Software. Software that helps manage customer relationships and improve customer service (eg: Salesforce).
Video Conferencing Software. Software that enables users to conduct virtual meetings with remote participants (eg: Zoom).
File Sharing Software. Software that allows users to securely share files with other users (eg: Dropbox).
Online Meeting Software. Software that enables users to host virtual meetings with audio, video, and screen-sharing capabilities (eg: Webex).
Time Tracking Software. Software that helps track team members time and allocate resources accordingly (eg: Toggl).

Professional Organizations to Know

American Society of Mechanical Engineers (ASME)
Association for Computing Machinery (ACM)
Institute of Electrical and Electronics Engineers (IEEE)
Institute of Industrial and Systems Engineers (IISE)
Project Management Institute (PMI)
American Society for Quality (ASQ)
Institute of Management Accountants (IMA)
International Facility Management Association (IFMA)
International Association for Information Systems (IAIS)
Society for Human Resource Management (SHRM)

We also have Technical Secretary, Secretary, and Personal Secretary jobs reports.

Common Important Terms

Minutes. A written record of the proceedings of a meeting or hearing.
Quorum. The minimum number of members required to be present for a meeting to start.
Consent Agenda. An agenda that includes items that require approval, but do not need further discussion.
Board Meeting. A meeting of the board of directors of an organization to discuss and decide on important matters.
Conflict of Interest. A situation in which a person has competing interests or loyalties that could potentially interfere with their decision making.
Resolution. A formal decision or agreement made at a meeting.
Proxy Vote. A vote cast by a person authorized to vote for another person who is unable to attend a meeting.
Bylaws. A set of rules and regulations governing the internal affairs of an organization.

Frequently Asked Questions

Who is the Board Secretary?

The Board Secretary is a corporate officer responsible for keeping records of board meetings, resolutions, and other important documents related to the board of directors.

What duties does the Board Secretary have?

Generally, the Board Secretary is tasked with managing the minutes and records of board meetings, processing documents related to board decisions, providing legal advice to the board, and executing any administrative activities as required by the board.

How often does the Board Secretary meet with the board?

The Board Secretary typically meets with the board at least once a year to review and update board procedures and policies, as well as to discuss any pertinent legal matters.

What qualifications are required for a Board Secretary?

A Board Secretary should possess a legal background and experience in corporate governance and risk management. A solid understanding of the laws governing the organization is also essential.

What type of compensation does a Board Secretary receive?

Compensation for the Board Secretary can vary depending on the organization, but typically includes a salary or fee for attending board meetings, as well as additional fees for any additional services or responsibilities.