Norbert Rade, Founding Board Member, Secretary

Job Description:

Position: Secretary

Reporting to: The Board

Overview: The Secretary of a charitable donation association is responsible for recording the minutes of board and member meetings as well as managing the association's written correspondence. This position requires a meticulous and organized individual capable of managing important association documents and maintaining communication within the association.

Main Tasks and Responsibilities:

Recording Meetings:

• Attend board and member meetings and take minutes of discussions, decisions, and actions.
• Distribute the minutes to board members and members according to internal association guidelines.

Document Management:

• Manage and maintain association documents, including bylaws, member lists, resolutions, and other important records.
• Ensure proper storage and archiving of all written materials.

Correspondence Management:

• Handle the association's written correspondence, including emails, letters, and notices.
• Respond to inquiries and forward messages to the appropriate individuals within the association.

Communication and Information:

• Assist in disseminating information to board members, members, and other stakeholders.
• Ensure that all relevant documents and information are accessible to board members and members.

Elections and Voting:

• Organize and conduct elections and voting procedures in accordance with internal association guidelines.
• Ensure proper documentation of election results and resolutions.

Board Support:

• Assist the board with administrative tasks and projects as needed.
• Collaborate with other board members to promote the association's goals and activities.

Qualifications and Skills:

Experience and Knowledge:

• Experience in managing documents and taking minutes is advantageous but not mandatory.
• Familiarity with office organization and administration.

Personal Skills:

• Excellent written and verbal communication skills.
• Good organizational skills and the ability to manage information accurately.
• Reliability and trustworthiness in handling confidential information.

Education:

• Completed school education or equivalent qualifications.

Scope of Work: The position requires a regular time commitment, including attendance at board and member meetings and performing administrative tasks between meetings.

Compensation: The role of Secretary is typically voluntary. Any travel expenses and disbursements may be reimbursed upon agreement.