Secretary, Board of Directors

  • 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

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