Board Secretary

Job Description

Summary : The Board Secretary provides highly advanced professional assistance to the Board of Directors, Executive Director / CEO, and Legal Department and reports to the General Counsel. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment. Duties include organizing and handling assignments and projects requiring a high degree of confidentiality; proofreading Board documents, including presentations; preparing agendas, minutes, and resolutions; coordinating Board and Board committee meetings; posting the Board book in Board portal; handling Board and Board Secretary correspondence and complaints; maintaining official minute books and responding to inquiries and concerns of the public and staff; administering NTTA’s Records Retention Program, including proper handling and disposal of records; assisting with responses to Public Information Act requests and litigation discovery requests; processing customer bankruptcy notices; assisting with approval process through contract management software; managing policies and procedures and other policy-related documents; recommending and implementing process improvements; building and maintaining positive working relationships with Board, management, and co-workers; and demonstrating a high level of organizational skill to efficiently perform such tasks.

Responsibilities :

• Supports the Board of Directors and organization management by providing administrative and technical assistance, facilitating board member schedules, preparing correspondence, responding to inquiries, writing and editing memos and correspondence, completing travel arrangements, coordinating work with other businesses, agencies and governmental units, and preparing purchase requisitions and requests for payment.
• Serves as a point of contact between Board members board staff and the general public, including researching and responding to information requests.
• Coordinates and facilitates activities of the NTTA Board packet process including coordination of meetings, agenda preparations, and legal notifications as well as compiling, organizing, and distributing information and materials.
• Tracks and monitors all agenda-related items and serves as a liaison with departments regarding Board-related issues.
• Serves as Board Secretary and attends all board meetings, keeps and prepares accurate records of all Board proceedings, facilitates public comments at Board meetings, and maintains the official meeting books.
• Researches and compiles data for the department budget.
• Manages Board-related portal software (currently Diligent).
• Processes customer bankruptcy notices, including verifying customer bankruptcies as filed with the bankruptcy court and properly noting such bankruptcies in NTTA’s backoffice system.
• Researches, files, and manages estate claims as necessary.
• Facilitates NTTA’s document retention program by conducting record reviews, managing the annual company-wide clean-sweep, reviewing and staying up to date on the Texas State Library and Archives Commission record retention schedules, keeping NTTA’s record retention schedule updated, organizing and conducting regular meetings with department record liaisons, and responsible for contract management of shredding and offsite document storage contracts.
• Manages NTTA policies and procedures software (currently NAVEX).
• Facilitates NTTA policies and procedures by assisting business units to ensure policies and procedures are regularly reviewed and updated.
• Actively participates in team / NTTA employee events and departmental goal setting, and attends as-needed in-person meetings Qualifications : Minimum :
• Bachelor’s degree
• Five to seven years of experience as Board Secretary or C-suite executive assistant
• Superior proofreading and editing skills
• Strong organizational and time management skills with attention to detail
• Ability to manage multiple tasks under tight deadlines
• Excellent written and verbal communication skills
• Ability to maintain confidentiality while working in a team setting
• Demonstrates professionalism and discretion in all interactions, fostering a respectful and collaborative work environment
• Demonstrates a high level of organizational skill for efficient management of records, policies, forms, and other legal documents. Preferred :
• Certified Records Manager
• Prior experience with Roberts Rules of Order About NTTA : NTTA is a political subdivision of Texas created to acquire, construct, maintain and operate toll roads in North Texas. As a customer-driven organization, NTTA delivers a safe and reliable toll system for millions of customers each year in one of the fastest growing regions in the United States.

NTTA is a vibrant organization with a highly qualified, energized and engaged team focused on achieving Excellence and we are looking for talented individuals to join us. Our mission : We are committed to providing a safe and reliable toll road system, increase value and mobility options for our customers, operate the Authority in a businesslike manner, protect our bondholders, and partner to meet our region's growing need for transportation infrastructure.