Secretary

Scope of Services Overview

The Secretary is an independent contractor engaged by BBJ/HBCU to provide clerical and administrative support to the Executive Director and leadership team. The contractor manages communication, prepares documentation, and maintains accurate records that support organizational leadership and daily administrative needs, operating autonomously to achieve the deliverables defined herein.

Scope of Services & Deliverables

The following describes the deliverable outcomes the contractor is engaged to produce. The contractor determines how, when, and where work is performed to meet these outcomes, subject to any deadlines in the Contractor Services Agreement.

Front Office & Communications

• Maintain a positive, professional, and welcoming environment for staff, participants, partners, and visitors. Direct and escort visitors to appropriate contacts.


• Answer phone calls professionally; take and distribute messages promptly. Deliverable: messages distributed same business day.


• Enforce building safety protocols including visitor sign-in/out, waiver completion, and community space expectations.


• Receive, sort, and distribute incoming Project Director emails, mail, and packages promptly.


• Welcome and direct clients and partners to the appropriate contact.

Meeting & Administrative Support

• Coordinate monthly all-staff meetings; work with leadership on agendas and meeting reminders. Deliverable: agendas distributed no less than 2 business days prior to each meeting.


• Take and complete typed transfer of minutes and notes to the Director by end of business day following each meeting. Deliverable: minutes submitted same day.


• Coordinate booking and setup of meeting rooms.


• Coordinate refreshments for board meetings, staff trainings, birthdays, and other events as requested.


• Manage the leadership team calendar including appointments with appropriate prioritization.


• Manage and maintain office supply inventory including food inventory.

Contractor Capabilities

The following describes the credentials and capacity a contractor must demonstrate to successfully fulfill this scope of services. These are not hiring criteria — they are the baseline capabilities required to meet the deliverables above.

• Minimum education: High school diploma or equivalent


• Strong interpersonal and communication skills with demonstrated ability to engage diverse populations


• Proficiency with Google Suite and office management software


• Highly organized with strong attention to detail


• Reliable personal transportation to work site required

Contractor Independence

Classification Protections

The contractor sets their own schedule and determines their own work methods. BBJ/HBCU does not assign specific hours, daily start/end times, or supervise day-to-day activities. The contractor is not eligible for employee benefits, tax withholding, workers’ compensation, or unemployment insurance. Form 1099-NEC will be issued for compensation of $600 or more in a calendar year. The contractor is solely responsible for all self-employment taxes.

The contractor may provide services to other organizations simultaneously, provided there is no conflict with BBJ/HBCU deliverables or confidentiality obligations.