Executive Secretary

The Executive Secretary provides confidential administrative, governance, and organizational support to Sarah’s Way Foundation Inc. (SWF). This position helps maintain accurate records, coordinate meetings, track official actions, manage correspondence, and support communication among the Board of Directors, executive leadership, committees, volunteers, community partners, and program teams. The Executive Secretary must demonstrate professionalism, accuracy, discretion, dependability, and commitment to SWF’s mission: “Touching the Community With Love!” Essential Duties and Responsibilities Board and Governance Support Coordinate Board, executive, committee, and organizational meetings. Prepare and distribute meeting notices, agendas, supporting documents, and meeting packets. Record accurate minutes, including motions, votes, recusals, resolutions, assignments, and deadlines. Maintain official Board and committee records. Track attendance, quorum, approvals, action items, and follow-up requirements. Maintain current copies of bylaws, policies, resolutions, committee charters, conflict-of-interest disclosures, and governance documents. Support Board elections, appointments, orientation, and annual compliance activities. Preserve the distinction between the Board’s governance role and management’s operational role. Administrative Support Manage schedules, calendars, appointments, and organizational deadlines. Draft, proofread, format, and distribute letters, reports, memoranda, presentations, and official correspondence. Receive and appropriately route telephone calls, emails, inquiries, and documents. Maintain organized electronic and physical filing systems. Coordinate document signatures, approvals, and retention. Assist executive leadership with meeting preparation, research, correspondence, and administrative follow-up. Maintain contact lists for Board members, volunteers, partners, vendors, donors, and community resources. Records and Compliance Maintain corporate records according to SWF policies and applicable legal requirements. Protect confidential information concerning participants, donors, volunteers, personnel, finances, programs, and Board discussions. Help maintain calendars for required filings, insurance renewals, grant reports, contracts, policy reviews, and other deadlines. Support proper retention and secure disposal of records. Assist with administrative preparation for audits, grant monitoring, insurance reviews, and professional consultations. Promptly report suspected confidentiality breaches, missing records, conflicts of interest, or compliance concerns. Program and Organizational Support Provide administrative assistance for R.I.S.E., STEP UP, OJT Food Service, Closet & Pantry, and other approved SWF initiatives. Help coordinate registrations, schedules, attendance records, volunteer assignments, and program communications. Maintain program records without providing medical, clinical, legal, or other professional advice. Support grant documentation, partner agreements, community events, and organizational presentations. Assist with the weekly SWF Power Meeting by preparing the agenda, recording decisions, and monitoring assigned action items. Financial and Internal-Control Responsibilities Maintain administrative records of Board-approved financial decisions. Route invoices, reimbursement requests, contracts, and grant documents to authorized officers. Confirm that required approvals and supporting documentation are present before routing transactions. Coordinate with the Treasurer, CFO, CPA, and authorized leadership as directed. Do not approve payments, sign checks, distribute funds, or enter financial commitments unless separately authorized in writing by the Board. Preserve separation of duties and promptly disclose any actual or potential conflict of interest. Minimum Qualifications High school diploma or equivalent required. Associate or bachelor’s degree in business administration, nonprofit management, communications, public administration, or a related field preferred. Administrative, executive-assistant, records-management, or nonprofit governance experience preferred. Strong written, verbal, organizational, proofreading, and time-management skills. Ability to prepare accurate and impartial meeting minutes. Proficiency with email, word processing, spreadsheets, calendars, virtual-meeting platforms, and electronic document storage. Ability to manage multiple priorities and meet deadlines. Ability to work respectfully with diverse individuals and communities. Demonstrated discretion when handling sensitive and confidential information. Preferred Qualifications Experience supporting a nonprofit Board of Directors or executive leadership team. Knowledge of meeting procedures, document retention, and nonprofit administration. Experience with grant files, donor records, program documentation, or volunteer coordination. Familiarity with cybersecurity, privacy, and secure records-handling practices. Notary public commission, if later determined useful, is preferred but not required. Core Competencies Integrity and confidentiality Accuracy and attention to detail Professional communication Organization and follow-through Sound judgment Cultural awareness and respect Teamwork and accountability Mission alignment Adaptability and initiative Confidentiality and Ethical Standards The Executive Secretary must: Sign and comply with SWF’s confidentiality and nondisclosure requirements. Follow all conflict-of-interest, records-management, cybersecurity, safeguarding, and privacy policies. Use confidential information only for authorized SWF purposes. Refrain from sharing participant, donor, financial, personnel, legal, or Board information without authorization. Return all Foundation property and records upon separation from service. Avoid representing personal opinions as official positions of SWF. Physical and Scheduling Requirements Ability to attend scheduled Board, committee, program, and community meetings, including occasional evenings or weekends. Ability to use computers and standard office equipment for extended periods. Ability to organize and transport ordinary meeting materials, with reasonable accommodation when required. Local travel within Prince William County may occasionally be necessary. Performance Measures Performance may be evaluated based on: Accuracy and timely distribution of meeting minutes. Completeness and organization of corporate records. Timely preparation of agendas and meeting materials. Completion and tracking of assignments and deadlines. Responsiveness and professionalism. Protection of confidential information. Compliance with Board policies and internal controls. Quality of support provided to leadership, committees, programs, and partners. Equal Opportunity and Accommodation Sarah’s Way Foundation Inc. is committed to equal opportunity and does not discriminate on the basis of any status protected by applicable law. Reasonable accommodations will be considered for qualified individuals. Planning and Approval Notice This job description is a planning document and does not create an employment contract or guarantee compensation, benefits, hours, or continued service. The position’s classification, duties, compensation, and start date require Board approval, available funding, appropriate documentation, and professional legal, accounting, insurance, and human-resources review. SARAH's Way Foundation Inc.