Board secretary interview questions: What to ask at the interview stage

When it comes to hiring a new corporate secretary or board liaison for your nonprofit, you need more than just a compliance expert; you need a strategic partner. The role of the corporate secretary has evolved beyond traditional boundaries, demanding a tech-savvy mindset and an astute understanding of governance.

These professionals are not just administrative wizards; they are the backbone of efficient and transparent board operations. So, when hiring your next corporate secretary or board liaison, remember that you’re not just filling a role — you’re investing in the future of your organization’s governance.

Here are some tips and questions to ask when you are interviewing to fill your corporate secretary role:

Corporate secretaries are not just administrators

The board liaison or corporate secretary is the glue that holds the board and the organization together. They handle statutory and compliance issues, meeting planning, record-keeping and carrying out board decisions, resolutions and changes.

Major changes brought about by new technology and digital tools have prompted the need for corporate secretaries to have updated skills and abilities. Today’s corporate secretaries need to be knowledgeable about technological advances that help to create efficiency and cost-savings for the board. They need to know and understand all the new laws regarding data breaches and confidentiality.

We are now in an era of modern governance, which is empowering leaders with the technology, insights and processes that are required for good governance of their mission-driven organization.

When looking to hire a new corporate secretary, keep in mind the critical role they play in good governance practices for your organization and the board.

What does a corporate secretary do?

Corporate secretaries are an officer of the board, and they must be present at all board meetings. Each organizations’ bylaws provide a list of their duties and responsibilities.

Planning and executing board meetings

One of the main duties of the corporate secretary is planning and executing board meetings. Many mission-driven organizations now use digital tools for meeting planning. The corporate secretary should be familiar with board management solutions, secure, digital file-sharing, online agenda planning, and video and audio requirements. They need to know how to set user permissions for all board software users, and they frequently train new board directors on the use of the solution and secure communication channels.

Compliance and record-keeping

Compliance and record-keeping are also staples of the corporate secretary’s job. One of the important answers that interviewers need is whether they have familiarity and experience with digital software programs and processes for handling these duties. Secretaries are responsible for taking meeting minutes and for approving and disseminating those minutes.

Organizing board documents

The secretary will be retaining and organizing all copies of board documents and records. Corporate secretaries should be familiar with security as it relates to cloud storage and backups to ensure that all important documents are accessible as needed.

Onboarding new directors

Corporate secretaries onboard new board directors, as well as offering or arranging board development training. They should be able to answer all questions about how to use the board portal and when they might need to call customer service for further assistance.

When board members are actively engaged, they are more likely to be prepared and informed about the issues at hand, leading to more productive discussions and better outcomes for the organization. For board administrators, the challenge often lies in how to manage and motivate a diverse group of individuals. To help, we have created a quick visual guide full of practical tips, strategies and real-life examples, specially designed to help board administrators boost board member engagement effectively. Download the guide now and start making a difference in your board’s effectiveness.

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Interview questions for corporate secretary / board liaison candidates

As you proceed with corporate secretary candidate interviews, consider these questions to ensure that you’re covering all the important aspects of the job.

As the InterviewPrep.org website points out “Interviewing for a corporate secretary position in a nonprofit organization requires a focus on governance, compliance and the ability to support the board effectively. It’s crucial to assess the candidate’s understanding of nonprofit regulations and their experience in managing board communications.”

“Interviewing for a corporate secretary position in a nonprofit organization requires a focus on governance, compliance and the ability to support the board effectively. It’s crucial to assess the candidate’s understanding of nonprofit regulations and their experience in managing board communications.” – InterviewPrep.org

Secretarial skills and abilities

• What is your knowledge and experience with Microsoft Word, Excel, Publisher and PowerPoint?
• Do you have experience with mass emailing, mail merging or electronic mailing lists?
• Describe your process for setting up board meetings.
• Explain your approach to orienting and onboarding new board directors.
• What are the most important components for a successful board meeting?

Corporate secretary experience

1. What is your knowledge of compliance and statutes in our industry?
2. Can you explain General Data Protection Regulation (GDPR)?
3. What is your experience with digital record-keeping?
4. How do you ensure that a company has appropriate backups for record-keeping?
5. What is your approach to dealing with bureaucratic regulations?
6. What is your experience with digital board agendas and meeting minutes?

Communication skills

1. What qualities make you a good oral communicator?
2. How do you practice confidentiality?
3. Describe a situation where you had to communicate effectively while you were under extreme pressure.
4. How do you think that you can best connect with current board members?

Innovation

1. How would you describe the culture of our organization based on what you know now?
2. What innovations could you bring to the position?
3. What innovations do you believe may be on the horizon?
4. What are your ideas for how the board should set its priorities?
5. How do you see the role of the corporate secretary evolving over the next decade?
6. Describe a situation where you were forced to solve a problem on the spot. Was your approach successful? If not, what did you learn from it?

Good governance

1. What does the term “good governance” mean to you?
2. Can you explain the terms “governance deficits” or “governance gaps”?
3. How can getting information in real time help board directors?
4. What can you tell me about the problems of cybersecurity and data breaches?

General questions

1. What part of the duties and responsibilities for the corporate secretary position appeal to you the most?
2. What do you think your biggest challenge will be in this position?
3. What does success in this position look like for you?

The corporate secretary or board liaison is a crucial and integral part of the board team. Keep in mind that the person filling this job will likely hold it for at least three to five years. Gear your interview questions not only toward the skills and abilities that fit the position now, but also those that will be important for the near future. Good candidates will be those who are thinking down the road about how governance is evolving and the role of the board secretary in that evolution.

Technology supports the corporate secretary

Board management software like BoardEffect offers several benefits to corporate secretaries of nonprofit organizations, enhancing their efficiency and effectiveness in managing board-related tasks. Here are some key ways in which BoardEffect helps:

• Meeting preparation and management: Corporate secretaries are often responsible for organizing and managing board meetings. BoardEffect streamlines this process by providing tools for scheduling meetings, creating agendas, approvals of agendas and distributing meeting materials digitally. This reduces the time and effort spent on administrative tasks and ensures that all board members have easy access to necessary information.
• Document management: Nonprofit organizations need to maintain a variety of important documents such as minutes, bylaws, policies and reports. BoardEffect offers secure storage, easy retrieval and management of these documents. This not only improves accessibility but also ensures compliance with legal and regulatory requirements.
• Communication tools: Effective communication is crucial for the smooth operation of any board. BoardEffect helps facilitate better communication among board members. This helps in ensuring that all members are aligned and informed about board activities and decisions.
• Compliance and reporting: Nonprofit boards need to adhere to various compliance requirements. BoardEffect can help corporate secretaries ensure compliance through features that support storage of key compliance reports, tracking of compliance tasks and reminders for important filing dates and deadlines.
• Security: Handling sensitive information securely is paramount for nonprofit organizations. BoardEffect provides robust security features, including encrypted data storage and secure access controls, which protect confidential board information from unauthorized access.
• Accessibility and convenience: With BoardEffect, all board-related materials and tools are available in one place and can be accessed remotely. This is particularly beneficial for boards that include members who are geographically dispersed or who travel frequently.

By leveraging these features, corporate secretaries can significantly reduce the administrative burden associated with board management, improve organizational governance, and allow more time to focus on strategic initiatives that further the goals of the nonprofit organization. Request a demo today to find out how BoardEffect can help your corporate secretary and support them in their role.