Edgar Cayce's A.R.E.

OTS 16-005

Corporate Secretary

Posting Date: 4/07/16
Closing Date: 4/22/16

Job Title: Corporate Secretary
Employee Classification: Non-Exempt (hourly)
Status/Hours:  Regular Part-Time, 20 hours/week
Department:  General Administration (#105)
Job Reports To:  Board of Trustees

Job Overview:

Provide varied and complex administrative support to the Board of Trustees, including the various committees for the Board of Trustees. Assist the Board to effectively fulfill its mission of providing strategic direction for the Edgar Cayce Foundation, the Association for Research and Enlightenment and Atlantic University.

Responsibilities (include but are not limited to):

  • Serve as registered agent for the A.R.E., the E.C.F. and Atlantic University;
  • Serve as the corporate secretary to the Board of Trustees of the A.R.E., E.C.F. and A.U.
  • Perform complex administrative support functions including but not limited to, maintaining Articles and By-laws, Board Policy manual, resolutions and motions, and organizing Board related activities.
  • Assist the chairperson in creating an agenda and schedule for board meetings.
  • Serve as host for three board meetings per year; responsibilities include reserving meeting room, facilities arrangement (set up/break down services), providing refreshments, volunteer coordination, catering and dinner arrangements as requested; making copies of handouts during meeting.
  • Responsible for making arrangements for technical assistance related to recording board meetings on electronic recording equipment.
  • Responsible for drafting minutes for the three corporate entities for each board meeting, requiring supplemental note taking and note transcription.
  • Update corporate board manual and corporate policies as directed;
  • Update Board of Trustees web page with routine information, in addition to requests from Executive Director, chairperson, board members and Finance Director.
  • Respond promptly to support and assistance requests from chairperson and board members.
  • Working hours will fluctuate three times a year: additional hours are required prior to and following each board meeting.
  • As chief staff for Nominating Committee, assist in the application, nomination and election process; provide administrative support for new trustee orientation activities.
  • Provides administrative support for all Board committees, to include coordination and scheduling of various phone meetings between Board meetings.
  • Collect information from executive director, senior staff and trustees in order to create a 'board book" to be mailed to trustees one month before each meeting.
  • Facilitate communications between board trustees, the executive director and the staff.
  • Notarize corporate documents as needed; maintain confidentiality of corporate information.
  • Perform other duties related to these essential functions but not specifically described.

Required Education and Experience:

  • High school education and two years business school or equivalent required;
  • Minimum five years’ experience as administrative assistant required;
  • Minimum two years’ experience as an executive assistant required.
  • Notary Public credentials desired.

Required Knowledge, Skills, and Abilities:

  • Knowledge of philosophy and acceptance of the key principles in the Edgar Cayce readings, particularly the principles regarding health and healing, kindness and active patience with a service orientation is required.
  • Intermediate/advanced skills in Microsoft Office (Outlook, Word, Excel), Internet Explorer required.
  • Intermediate level of typing skills required, with high visual acuity and close attention to detail/accuracy required.
  • Proficient organization skills and detail orientation, including demonstrated ability to assess, evaluate and implement corporate organizational initiatives and policy.
  • Excellent problem solving, written and verbal communication skills to exchange current information with a variety of individuals required
  • Exemplary interpersonal skills -- demonstrating cooperation, even temperament, patience, diplomacy, persistence, kindness, and clarity -- are required when interacting with board members, other staff members and outside vendors
  • Intermediate level of analytical, technical and problem solving skills required
  • Excellent records management skills required
  • Exceptional verbal communications skills required; demonstrated ability to write clearly and persuasively required; strong closing and follow up skills required
  • Strong time-management and multi-tasking skills required, with the ability to manage competing deadlines and exercise a high level of initiative and attention to detail.
  • Must be energetic, self-directed, and able to work confidently and successfully
  • Ability to organize, prioritize work, take initiative, follow through and complete work in timely fashion.
  • Ability to make personal opinions and attitudes secondary to the organizational position.
  • Ability to recognize and observe the need for confidentiality, discretion and sensitivity is required.
  • Demonstrated ability to and understanding of confidentiality, the ethics and legal requirements related to corporate policy
  • Must demonstrate the ability to know when to seek board guidance, exercise good, independent judgment in accord with the ideals, mission, and vision governing the work of A.R.E.
  • Ability to communicate the written and spoken word with tact, diplomacy, and authority when necessary; genuine appreciation in working with diverse audiences
  • Ability to work under pressure with multiple priorities and deadlines.
  • Ability to work under broad supervision of Board of Trustees, in accordance with Board policies and decisions, with high level of independent judgment, permitting wide latitude for independent action.
  • High degree of emotional intelligence and maturity – demonstrating adaptability, engagement and enthusiasm
  • A good sense of humor

Scope and Impact:

  • This position acts continuously as a representative of the A.R.E. as an organization; must project a positive image as reflected by the philosophy of the key principles in the Edgar Cayce readings
  • Errors, inconsistencies and miscommunications have the potential for significant personal and organizational consequences.

Special Job Requirements:

  • Ability to work additional hours during the weeks preceding and following board meetings, to include the weekend/evenings of each board meeting;

Physical Requirements:

  • All day sitting and computer work required; prolonged visual and mental attention required.
  • Some walking and stair climbing required (walking on uneven ground and using stairs in historical buildings without elevators.)
  • Ability to travel for offsite /out of town meetings.