Role: Secretary

Secretary

Responsibilities include:

• Meeting Coordination
• Schedule all meetings, including:
  • Annual General Meeting (AGM) in April
  • Executive meetings as required
• Coordinate meeting logistics:
  • Book in-person meeting rooms at Cardel Recreation Centre
  • Set up and distribute virtual meeting links when applicable
• Support agenda preparation by:
  • Requesting agenda items from the President and Board members
  • Finalizing and circulating the agenda
• Meeting Communications
  • Provide advance notice and same-day reminders to invited participants
  • Request and track regrets from members unable to attend
  • Distribute the finalized agenda with same-day meeting notices
• Meeting Records
  • Record accurate minutes for all meetings
  • Store agendas and minutes in the organization’s Google Drive for reference and continuity
• Document & File Management
  • Manage and organize the Google Drive
  • Orient new Board members on how to access and contribute relevant documents
  • Maintain orderly and up-to-date file structures
• Board & Coordinator Administration
  • Lead the annual process of filling Board member and coordinator positions
  • Maintain and update the official contact list
  • Circulate updated contact information to all Board members and coordinators
  • Update bylaws and complete provincial filings
• Communications Platforms
  • Manage WhatsApp group chats
• Mail Collection
  • Pick up mail from the Cardel Rec South approximately every two months

If you reside in the updated SoCal zone (verify here) and are interested in this role, please contact us at info@sccba.ca.