Volunteer Board Secretary

Location: Edmonton, Alberta (Remote)

Are you highly organized, detail-oriented, and passionate about helping your community? Chimo Animal Assisted Wellness and Learning Society (CAAWLS) is seeking a Volunteer Board Secretary to support the effective operation of our Board of Directors and ensure strong governance practices within our organization.

The Board Secretary serves as an Officer of the Board of Directors and is responsible for ensuring the accurate documentation and maintenance of the organization’s official records. The Secretary supports effective governance by managing Board communications, maintaining compliance with legal and regulatory requirements, and ensuring Board activities are conducted efficiently and transparently. Working closely with the Board President and Director of Operations, the Secretary plays a key administrative and coordination role in supporting the effective operation of the Board.

Key Responsibilities:

Board Administration and Record-Keeping:
- Prepare and distribute Board meeting agendas in collaboration with the President and Director of Operations.
- Record, draft, and distribute accurate and timely minutes of all Board and Annual General Meetings.
- Maintain official records of Board and committee meetings, ensuring they are properly approved and archived.
- Track and manage Board motions, decisions, and action items.
- Maintain the organization’s official documents, including bylaws, policies, and governance records.

Governance and Compliance:
- Ensure that all governance and reporting requirements under the Alberta Societies Act and Canada Revenue Agency (CRA) are met.
- Support preparation and filing of CAAWLS’s annual return, membership records, and other required documentation.
- Maintain the official record of Board membership, terms, and attendance.
- Ensure proper notice of meetings is provided in accordance with bylaws and policies.

Communication and Coordination
- Serve as the primary point of contact for Board correspondence and official communications.
- Support onboarding of new Board members by ensuring access to orientation materials and governance documents.
- Assist with scheduling, distribution of materials, and coordination of Board and committee meetings.
- Work closely with the President and Director of Operations  to ensure Board operations run smoothly and efficiently.