Board Secretary/Chief Communication Officer
This is a non-paid volunteer remote role for a Board Secretary at Altered Stories Ministry. This will be a two year term. Position requires ten hours month (board meetings, executive committee meeting and secretarial duties) as described below.
Duties and Responsibilities:
The Secretary will work closely with the Chair of the Board and the CEO in the planning of board of directors and association meetings. The Secretary will also promote Altered Stories Ministry and participate in fundraising activities, as needed.
The Secretary of the Board shall be responsible for ensuring:
Primary Duties:
The creation and timely distribution of agenda for Board meetings) and Association membership meetings (e.g. annual general meeting)
The accurate recording and distribution of the minutes of Board of Directors meetings. The minutes should reflect that the format and level of detail that the Board has determined
The creation and maintenance of an up-to-date board planning calendar outlining matters to be on the board’s agenda over the course of a year
Maintenance of a full contact list of board members including board member appointment dates, term of appointments and board member bios
If the Secretary is unable to attend a meeting where minutes or notes are to be taken, it is the secretary’s responsibility to finds an alternate
Secondary Duties
The updating, maintaining and safe storage of the Association’s Minutes and other legal documents
Oversight of the Association’s incorporation and charitable registration status and the facilitation of all annual filings of required reports and information
The maintenance of a file or manual of governance policies and a systematic schedule for their review as determined by the board
The maintenance of an up-to-date list of members
The management of external correspondence and ensuring that requests made of the Board of Directors, or relevant to the governance of the Association, is reported and responded to in a timely manner
Top Qualifications
The Secretary should have a commitment to, and a clear understanding of the mission of the organization
Knowledge of the meeting procedures, decision-making rules, governance policies and the bylaws of the Association
An adequate level of writing proficiency and access to a laptop or desktop computer.
