Board of Directors - Secretary

VMPC Position Description – Board of Directors

Position:

SECRETARY

Position Summary:

The Secretary provides administrative support to the Board and oversees the board’s correspondence. They are responsible for recording votes, minutes and motions at all Association proceedings and are a member of the Executive Committee. 

Term of Office:

One (1) year term; no more than three (3) consecutive years

Responsibilities:

  • Request monthly electronic reports from Board members two (2) weeks prior to each meeting

  • Prepare notices and/or agendas for all Board related meetings and distributes them one (1) week prior to each meeting

  • Record all votes, minutes and motions of all proceedings and distribute prior to the next meeting

  • Produces the Association’s Annual Report

  • Maintains Affiliate Associations’ contact list with assistance with President

  • Ensure a record of names and addresses of all members of the Association is kept

  • Maintains and keeps all permanent documents of the Association on the Website and on the Google Shared Drive

  • Assures good standing with Industry Canada by filing annual returns, changes in the directors of the Corporation, amendments in the By-Laws, and other incorporating documents according to government regulations 

  • Attend all Executive, Board, General, and Strategic Planning Meetings 

  • Complete monthly board reports and track volunteer hours in the database

  • Produce an annual report to the Secretary at the end of the fiscal year

  • Complete a portfolio transition report before leaving the role

  • Transfer responsibility and all pertinent documents at the end of term

  • Carries other duties as assigned by the Board

Skills, Abilities & Requirements:

  • An active member of the Association in good standing

  • Excellent written and verbal communication skills 

  • Strong organizational skills and attention to detail

  • Experience in records management

  • Ability to work collaboratively in a remote environment

  • Excellent computer skills and knowledgeable of Microsoft Office programs 

  • Experience using technology tools such as Zoom and GoogleWorkSpace

  • A self-starter who is able to take initiative, set direction, and achieve deliverables

  • Effective time management skills and a high level of personal accountability

  • CVA Certified or working towards Certification is an asset 

  • Being bilingual (English/ French) is an asset

  •  

Benefits:

  • Chance to make a positive impact on the volunteer management profession

  • Opportunity to work with individuals of diverse backgrounds in the volunteer sector across Canada

  • Increased understanding and knowledge of national governance models

  • Raise your professional profile through involvement with the VMPC board

Time Commitment:

 Approximately 10-12  hours monthly plus additional time for in-person meetings once a year. 

 

Revisions:

April 2011, May 2012, April 2014, October 2016, December 2020, April 2021, February 2023