The Secretary of Volunteer Kamloops plays a vital role in maintaining the organization’s records, ensuring clear communication, and supporting the operational functions of the board. As part of an operational board, the Secretary actively participates in day-to-day tasks, records meeting minutes in adherence to Robert’s Rules of Order, and ensures proper documentation of board activities. This role is essential for maintaining organizational transparency and efficiency.
This role is an opportunity to contribute to the success of Volunteer Kamloops by ensuring organizational clarity and efficiency. If you have strong administrative skills and a passion for volunteerism, we encourage you to apply.
Key Responsibilities:
Administrative & Record-Keeping
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Maintain accurate and up-to-date records of board meetings, including preparing, distributing, and archiving meeting minutes.
• Ensure adherence to Robert’s Rules of Order when recording motions, discussions, and decisions made during meetings.
• Organize and manage official board documents, including bylaws, policies, and reports.
• Maintain an accurate contact list of board members, staff, and key stakeholders.
Communication & Coordination
• Distribute meeting agendas and supporting documents prior to board meetings in collaboration with the President.
• Serve as the primary point of contact for board communications, ensuring timely dissemination of information.
• Assist in the coordination of board meetings, annual general meetings, and special events.
• Maintain effective correspondence with community partners, staff, and stakeholders.
Operational Support
• Assist in organizing and documenting board initiatives, including fundraising events, volunteer programs, and strategic planning efforts.
• Ensure compliance with legal and organizational record-keeping requirements.
• Work closely with the President and Vice President to support the board’s operational needs and long-term goals.
• Support volunteer engagement efforts through documentation and communication.
Meeting Facilitation & Decision-Making
• Work with the President and Vice President to prepare meeting materials and ensure efficient board operations.
• Ensure meeting minutes reflect discussions, motions, and action items accurately and concisely.
• Provide input on board decisions and maintain organized documentation of all resolutions.
Qualifications & Skills
• Experience in administrative, secretarial, or record-keeping roles, preferably within non-profit or volunteer-based organizations.
• Familiarity with Robert’s Rules of Order and ability to accurately document meeting proceedings.
• Strong organizational and communication skills with attention to detail.
• Proficiency in document management and record-keeping.
• Passion for community service and volunteerism in Kamloops.
• Ability to work collaboratively with a hands-on approach to operations.
Term & Commitment
• The Secretary serves a term as outlined in the bylaws of Volunteer Kamloops, with expectations for active participation in board meetings, documentation efforts, and community events.
