Position:
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SECRETARY
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Position Summary:
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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.
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Term of Office:
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One (1) year term; no more than three (3) consecutive years
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Responsibilities:
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- 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
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Skills, Abilities & Requirements:
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- 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
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Benefits:
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- 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
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Time Commitment:
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Approximately 10-12 hours monthly plus additional time for in-person meetings once a year.
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Revisions:
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April 2011, May 2012, April 2014, October 2016, December 2020, April 2021, February 2023
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