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Secretary

HOA Board Secretary – Job Description

Position Title: Secretary
Reports To: HOA Board President
Term Length: 2 years
Classification: Volunteer, Elected Position

Position Overview:

The Secretary is an essential officer of the HOA board responsible for maintaining official records and documentation of the association. This role ensures the accuracy and accessibility of meeting minutes, correspondence, and governing documents. The Secretary plays a key role in supporting communication and transparency between the board and the homeowners.

Key Responsibilities:

  • Meeting Minutes: Record and prepare accurate minutes for all board meetings, annual meetings, and special sessions. Distribute drafts for review and maintain approved copies in the official record.
  • Record Keeping: Maintain organized, up-to-date files of meeting minutes, governing documents, correspondence, resolutions, and legal filings.
  • Communication Support: Assist in preparing and distributing board communications to homeowners, including meeting notices, newsletters, and community updates.
  • Document Management: Ensure governing documents (bylaws, CC&Rs, rules and regulations) are current and accessible to board members and residents.
  • Voting Records & Elections: Oversee the preparation of ballots, proxies, and election results documentation when required.
  • Board Support: Collaborate with the board president to develop agendas and distribute meeting materials in advance of meetings.
  • Committee Involvement: Support or serve on a board-assigned committee as needed.
  • Meeting Attendance: Regular attendance at all HOA board and assigned committee meetings is expected. Missing three (3) consecutive meetings without prior notice will be considered a voluntary resignation from the board.

Qualifications:

  • Must be a homeowner in good standing (no outstanding dues or violations).
  • Excellent organizational, writing, and communication skills.
  • Attention to detail and the ability to manage confidential information responsibly.
  • Familiarity with basic document formatting and digital file management.
  • Previous experience in administrative support or recordkeeping is a plus.

Time Commitment:

  • Approximately 3–5 hours per month, including meeting time, documentation preparation, and communication responsibilities.