This role has a narrow and specific focus, with well-defined responsibilities of managing recurring and repetitive tasks. This role requires commitment to a regular monthly meeting schedule, being proactive with your duties and keeping yourself accountable to deadlines.

Key responsibilities

• Attend Association meetings (monthly committee meetings, quarterly general meetings and Annual General Meeting [AGM] )
• Record accurate minutes of proceedings
• Create committee meeting calendar invitations in Google, including Zoom link and invite committee members
• Prepare and distribute meeting agendas at least one (1) week prior to regular scheduled meetings and, prior as per required notice for any special meetings that may be scheduled from time to time
• Distribute and file the minutes within one (1) week of the meeting
• Create spreadsheet of annual meetings calendar at the beginning of each year and coordinate with social media / comms for events to be created on social media
• Setup zoom links for all meetings & add to meetings spreadsheet for visibility
• Manage the Annual General Meeting process starting in November each year
• Receive, vet and record new membership applications
• Manage insurance policy renewals for liability and volunteer coverage ensuring their continuing appropriateness to the organisation’s needs and ensure payment of policy renewals
• Approve or reject any payments as required, if appointed as a bank account co-signatory
• Follow all policies and procedures as appropriate
• Perform other duties as required by the committee and agreed to by the Secretary

Essential knowledge, skills and experience

• Organised and able to meet deadlines
• Work and communicate with others in a respectful manner
• Excellent verbal and written communication skills
• Adaptability to working in a varied and multi faceted environment
• Ability to work independently and as a member of a team
• Solid understanding of the association and our mission
• Proficient in Google Workplaces / word processing