Secretary

Role Summary

Manages Board documentation, including meeting minutes and records, and ensures compliance with statutory requirements regarding record-keeping.

Key Responsibilities

• Record and distribute minutes of board meetings.

• Maintain organizational records and documentation.

• Ensure compliance with legal and statutory requirements.

Skills and Qualifications

• Strong organizational and record-keeping skills.

• Excellent written communication skills.

• Familiarity with legal and statutory requirements.

Expectations

• Attend all board meetings.

• Ensure timely distribution of meeting minutes.

Reporting Structure

• Reports to: President

• Direct Reports: None

Key Contacts

• President, Vice-President, Treasurer

• Board members

Onboarding Checklist

• Review past meeting minutes and records.

• Set up a system for maintaining and distributing documents.

• Understand legal and statutory requirements.

Resources and Tools

• Document Management System

• Legal and Statutory Guidelines

• Contact List of Board Members

Terms of Reference

Term

April 28, 2024, to April 27, 2025

Purpose

To ensure the efficient administration and documentation of board activities, maintaining records, and managing communication within the board.

Responsibilities

• Maintain accurate and secure records of all board meetings, including minutes and resolutions.

• Coordinate the collection of reports from all directors, ensuring they are submitted one week before board meetings to be included in the agenda.

• Distribute meeting agendas and minutes to all board members in a timely manner.

• Ensure compliance with legal and procedural documentation requirements.

• Act as the custodian of the corporate seal and official documents.

Authority

• Certify copies of official documents as true copies when required.

• Access to all records and documents related to board meetings.

Reporting

Reports directly to the President and the board of directors.

Qualifications

• Strong organizational and administrative skills.

• Experience in handling confidential information.

• Proficient in document management and meeting facilitation.