Secretary

Position Description: Secretary

The Secretary is a member of the Executive of the Board of Directors and is a required position according to the Twice Upon a Time bylaws. The Secretary is responsible for organizing meetings, keeping minutes and supporting the activities of the Board.

Duties and responsibilities include but are not limited to:

• Call board meetings;
• Prepare board meeting agendas, coordinate with Board members for items to add to agenda, uploading documents of interest, and ensuring agenda is prepared at a minimum of 48 hours prior to board meetings;
• Take board meeting minutes, and save draft minutes in appropriate folder on corporate Google Drive;
• Ensure approved minutes are distributed to all Board members, and named and stored appropriately on corporate Google Drive;
• Manage documents and folder structure on corporate Google Drive;
• Coordinate email management practices;
• Coordinate and record Board decisions reached over email;
• Prepare thank you letters for donations of books, in-kind items and book drive organizers;
• Maintain accuracy of financial and book donor information on donor management and mailing systems; and
• Update 211 records.

Along with other members of the Executive, the Secretary will:

• Approve expenditures, per the Delegation of Authority Framework.

Along with other members of the Board, the Secretary may:

• Bring potential new relationships and partnerships with like-minded organizations to the Board for consideration; and
• Participate in succession planning and the nomination of new Board members.

Qualifications:

• Knowledge of Twice Upon a Time, its mission and governance structures
• Experience creating agendas and taking minutes
• Experience managing shared email accounts and/or files
• French an asset

Estimated time commitment: 8-10 hours per month

• Daily – monitor email box, respond to inquiries
• Monthly – call board meetings, prepare agendas, take meeting minutes, circulate to the Board for comment
• Monthly (on average) – document management (Shared Drive, emails, decisions, etc.)
• Quarterly – prepare thank you letters for donations of books or in-kind items
• Quarterly – maintain accuracy of financial and book donor information on donor management and mailing systems

Work location: Mostly remote, with in-person meetings at least monthly

How will this opportunity benefit the volunteer?

The volunteer will develop organization, time management and communication skills while contributing to Twice Upon a Time’s mission of getting books into the hands of Ottawa children and families.

How will the organization benefit?

Twice Upon a Time is a registered charity that is 100% volunteer-run. Our volunteers play an essential role in the achievement of Twice Upon a Time's mission of supporting children's literacy and fostering a love of reading.

Should this role be on the Board: Yes, and is a member of the executive.