Latispanica Cultural Association (Secretary / Administrative Support)

Organization Name: Latispanica Cultural Association
Opportunity Title: Secretary / Administrative Support
Category: Administration / Clerical / Office
Commitment: 6 months to 1 year, Ongoing Opportunity (> 1 year)
Start Date: January 1, 2024
End Date: December 31, 2024

  • Appropriate for volunteers aged between 18 and 55
  • Family-oriented volunteering
  • Training or orientation required
Opportunity Description:

The Secretary is responsible for providing administrative support to the Board. DUTIES AND RESPONSIBILIRIES ● You report to the President and Vice-president. You are a board member able to attend board meetings. ● Schedule coordination- You notify board members of in-person or online meetings and send out meeting notifications. ● Maintaining records- You safeguard important documents of Latispánica, including bylaws, policies, resolutions, and meeting minutes. During meetings, you verify the presence of a quorum and are tasked with accurately recording attendance, and minutes. You ensure these minutes are punctually distributed to all Board Members after meetings. ● Latispánica email- You take the lead in overseeing our email account, with your help, we make sure that each email is warmly and efficiently directed to the corresponding Board member. You compose emails to our Volunteers in collaboration with Presidents and the Volunteer Rep. ● Google Drive- You submit, update, and organize documentation in the Latispánica Google Drive. ● Team player- You provide feedback regarding event success and possible improvement. You promote motivation within the Board. ● Newsletter- You prepare a quarterly newsletter email in Mail Chimp, in collaboration with the President and Vice￾President, to send out to Latispánica’s subscribers with organizational updates. QUALIFICATIONS AND REQUIREMENTS ● A one-year commitment to the role is required. Hours of volunteer work averages 8 hours a week. ● Prior experience as an administrative assistant/secretary is highly valued OR transferable skills gained through volunteer roles or similar experiences. ● Strong organizational skills to maintain records and file important documents effectively. ● Strong written and verbal communication skills to draft documents and take notes in meetings. ● MS- Knowledge of Microsoft Office (Word, Excel, Power Point). ● Bilingual- Proficiency in English and Spanish is required. ● Discretion- Ability to maintain confidentiality and handle sensitive information. APPLICATION WITH RESUME for Part time. Volunteer work and Experience, accepted by: E-mail: Subject Line: Volunteer Opportunity – Secretary. APPLICANTION DUE DATE: December 31, 2023 While we sincerely appreciate all applications, only successful candidates will be contacted.

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Halifax, B3J 1X8 Nova Scotia

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