The nonprofit sector is a major economic force, with over 1.8 million organizations generating $3.7 trillion each year. These are significant numbers which only serve to highlight the importance of corporate governance in nonprofit organizations.
These organizations are faced with a complex mix of finance, compliance, and mission-focused work. This extensive and varied workload can also mean that nonprofit boards face unique challenges such as a high percentage of burnout and employee turnover rates.
Unfortunately, the wider community immediately suffers the consequences of poor governance. Mismanaged resources and inadequate decisions damage public trust, reducing impact. This is why having a capable board secretary is so important.
In this article, we’ll dive into the nonprofit board secretary’s roles and responsibilities. We also describe how tools like board management software simplify their work and support effective governance.
What is a nonprofit board secretary?
A nonprofit board secretary serves as the main coordinator for board activities, focusing on accurate documentation and mission alignment. However, this includes much more than just recordkeeping.
While the board secretary ensures shareholder interests and regulatory requirements are met, the nonprofit counterpart focuses on mission integrity.
- Additional read: The role of the corporate secretary in a successful board.
Let’s break down the differences to highlight what sets these roles apart.
| Aspect | Corporate secretary | Nonprofit board secretary |
| Primary focus | Shareholder relations and regulatory compliance | Mission alignment and community impact |
| Decision-making role | Supports profit-driven strategies | Ensures decisions support the organization’s mission and values |
| Stakeholder interaction | Manages relationships with shareholders and investors | Manages relationships with donors, volunteers, and other board members |
| Governance support | Focus on legal and corporate governance requirements | Focus on transparent board records and organizational trust |
| Compliance priorities | Complex corporate regulations | State nonprofit regulations and reporting |
Given the above, the board secretary’s role in a charity or nonprofit entails not only governance support but also prioritizing trust, transparency, and community impact.
Nonprofit board secretary responsibilities
The secretary’s responsibilities are wide-ranging, covering several of different levels of organizational operation. The following are some of the most important responsibilities of a nonprofit board secretary.
Scheduling board meetings
One of the primary tasks of this position is to run board meetings productively. The secretary coordinates the preparation of meeting agendas together with the board chair or vice chair, including the most pressing matters. Additionally, the secretary must give proper notice to fellow board members in advance.
During the meeting, the secretary must pay special attention to recording the minutes. The accuracy of these records is crucial, as they can be used in audits, legal inquiries, or internal reviews.
- Additional read: How to organize a meeting as a secretary?
Maintaining organizational and meeting materials
Keeping a nonprofit’s organizational records is important for following laws and staying accountable. The executive assistant oversees a range of governing documents, including, but not limited to:
- Bylaws
- Policies
- Financial reports
- Tax filings
- Meeting minutes
It is important to note that this special or confidential information must be stored safely, so it’s easy to access when needed. For this reason, a board portal is an ideal solution, offering a secure central repository.
What is a board portal? Read our dedicated article about its benefits and how it supports effective corporate governance.
Coordinating communication among board members
The secretary is often called the communication center of the organization. And for good reason. This person can set the tone of the governing board. In practice, the secretary:
- Distributes agendas, reports, and follow-ups.
- Helps new board members to understand board dynamics and their roles within the group.
- Manages feedback and concerns from members, executive director, and board committees.
Ensuring compliance with nonprofit regulations
The legal obligations of a nonprofit require strict attention to federal, state, and local regulations. Thus, the secretary keeps the board leadership informed of any changes in legal requirements.
In the next section, we delve into details of the legal side of a nonprofit board secretary’s duties.
Legal and compliance obligations
The role of the secretary on a nonprofit board covers not just the organizational tasks. It also encompasses essential legal aspects of governance as well. This involves executing the following duties:
- Following federal and state regulations.
- Minuting detailed board decisions and official records.
- Submitting legal filings in a timely manner.
- Overseeing bylaws and conflict of interest policies.
Additionally, this governance officer ensures the nonprofit maintains its 501(c)(3) status and complies with all legal and regulatory requirements. Even minor filing errors or missed deadlines can cause serious consequences, such as:
- Tax-exempt status revoked
- Donation loss
- Federal and state tax liabilities
In fact, many nonprofits have had their 501(c)(3) status automatically revoked for failing to file Form 990 for three consecutive years. In 2021 alone, multiple organizations were listed by the IRS for noncompliance, showing how just a few missed deadlines can remove nonprofits from the tax-exempt registry.
For this reason, understanding how to write a secretary report is essential for protecting your organization’s legal standing and tax-exempt status.
- Additional read: Write meeting minutes as a secretary.
Best practices for nonprofit board secretaries
One of the most important roles of a nonprofit board secretary is to keep meetings organized and on track. This helps the board to discuss key issues without going off course. A simple but effective tip is to prepare a clear agenda and share it with board members at least a week before the meeting.
Let’s summarize the best practices and tips for the secretary of the board.
- Standardize minutes. Use a consistent format to document key decisions, actions, and responsibilities.
- Draft a dynamic agenda. Prioritize agenda items based on urgency and adjust them when necessary.
- Use software. Automate minute-taking with board management tools to improve accuracy and organization.
- Hold executive sessions. Organize closed sessions for sensitive topics but share the outcomes with the full board.
- Centralize communication. Use board portals to manage records, notify board members, and communicate in real-time.
- Stay updated on laws. Regularly review IRS requirements and state regulations.
- Follow trends. Keep up with governance practices like digital records and cybersecurity.
- Leverage analytics. Use board software to track attendance, voting patterns, and engagement.
- Board certification. Encourage board members to pursue professional development through certification programs like BoardSource’s Certified Governance Trainer or university-level nonprofit governance courses.
- Conduct governance audits. Periodically audit your board’s governance practices to ensure alignment with legal standards and best practices.
Challenges faced by nonprofit board secretaries
Nonprofit role is central to the administration of well-functioning companies. However, this multifaceted role comes with its own set of challenges which can be hard to navigate without the right strategies.
Let’s explore the main challenges nonprofit secretaries face and how to approach them.
Problem №1: operation with limited resources
It’s no secret that nonprofits operate on tight budgets, and it could be getting worse. According to the Fundraising Effectiveness Project, the number of donors in 2022 dropped by 10% which is the first declining shift since 2012. For secretaries, it adds additional pressure without much administrative support.
The National Council of Nonprofits revealed that financial factors, such as limited budget and incompatible salaries are the main reasons for staffing issues.
- Solution: Exploring partnerships with local businesses can reduce expenses while leveraging technology like project management software. Plus, focusing on supporter relations and diversifying funding sources can stabilize financial support despite declining donor numbers.
Problem №2: retention of volunteer board members
Unlike corporate boards, most nonprofit representatives serve voluntarily. Their commitment is laudable since most of them hold other jobs and family responsibilities, limiting the time they can devote to their board work.
According to the earlier referenced National Council of Nonprofits survey, the workforce shortage crisis continues. In fact, it reports that 74.6% of surveyed organizations are understaffed.
- Solution: Financial recognition has a very strong impact on commitment and may also help in attracting more diverse talents. Also, having guidelines for career development and skills improvement inspires board members to remain proactive.
Problem №3: sticking to a mission statement
As nonprofits evolve, they may face the risk of mission drift — where the board’s focus shifts away from the organization’s original purpose. This is often a result of pressures to secure funding or pursue projects that don’t fully align with the core mission.
- Solution: The Forbes Nonprofit Council recommends board secretaries create a clear framework to evaluate new projects. Regular discussions about the organization’s mission during meetings, along with feedback from staff, volunteers, beneficiaries, and others, allow for assessing the program’s effectiveness.
How does the secretary support the nonprofit’s mission?
A skilled and organized secretary can make a significant impact on a charity board. They bring a lot to the table in ensuring the board stays on track. Here’s how this specialist contributes:
- When managed effectively, meetings are a major driver of results. By preparing agendas, sending out materials in advance, and taking clear minutes, the secretary helps keep discussions focused. For example, a local food bank’s board secretary adopted a standardized agenda format which allowed for quicker approvals.
- Legal rules and regulations are one of the key secretary of nonprofit board duties. For example, an environmental group benefited when their secretary created a compliance calendar. This helped avoid potential fines, allowing the team to focus on their mission.
- The secretary also supports board members. They help new members understand their roles by providing onboarding materials, training sessions, and everything needed to make them comfortable in their new roles. Take nonprofits in the health sector: the board secretary developed a mentorship program that paired new members with experienced ones.
- A dedicated board secretary is essential for keeping track of the organization’s accomplishments and sharing its story. By putting together reports and drafting engaging stories, the secretary helps the board attract new donors.
Key takeaways
The board secretary is a vital member of a nonprofit organization. They schedule and manage board meetings, maintain organizational records, ensure legal compliance, and facilitate communication among board members.
Additionally, they play a crucial role in supporting the board’s governance practices. If they’re to perform so many tasks effectively, they need modern board portal software.
iDeals Board is a sophisticated web-based platform designed to save time and improve the efficiency of corporate governance. Nonprofit and can benefit from it in the following ways:
- More effective meeting management. The agenda builder simplifies creating, customizing, and distributing meeting schedules.
- Secure document storage. A cloud-based storage system allows one to upload files in multiple formats and share the organization’s records (including bylaws, policies, financial statements, tax filings, and many others.)
- E-signature. The platform includes electronic signature tools for approving documents and legal filings, reducing the need for physical signatures.
- Action items tracking. This feature enables secretaries to assign and track action items, monitor progress, and send instant reminders to board members.
- Integration management. With iDeals Board video integrations and calendars, secretaries manage virtual meetings much more effectively.
Along with responsive technical support, iDeals Board stands out as a comprehensive solution. Book a demo and test the benefits today!