About the Opportunity

EDC: MV is a mission-driven charitable organization committed to serving its community through its approved charitable purposes.

EDC: MV is seeking an organized, detail-oriented volunteer to serve as Board Secretary. The Secretary is a voting officer and director who supports accurate Board records, sound meeting process, governance documentation, and organizational continuity. This role helps ensure that Board decisions, member matters, officer appointments, and key governance documents are clear, secure, current, and accessible to authorized people.

What You'll Do

- Prepare or support Board meeting agendas with the President and Executive Director and circulate notices, agendas, previous minutes, and materials within required timelines.
- Record accurate minutes for Board meetings, Annual General Meetings, special meetings, and assigned committee meetings.
- Ensure minutes clearly capture motions, approvals, recusals, disclosed conflicts, assigned actions, deadlines, elections, appointments, and decisions.
- Present draft minutes for approval and maintain signed or approved minutes in EDC: MV's approved filing system.
- Maintain official governance records, including resolutions, officer and committee appointments, terms of reference, policies, bylaws, role descriptions, and Board manuals.
- Maintain current director, officer, committee, and term information and support AGM notices, member eligibility checks, voting documentation, and member records when assigned.
- Maintain policy, decision, or resolution trackers when requested and help ensure documents are dated, version controlled, and marked draft, approved, or superseded.
- Protect confidential information, provide authorized access,



file final records promptly, and record sensitive matters without unnecessary personal detail.

What We're Looking For

- Excellent attention to detail and the ability to maintain complete, orderly, dated, and retrievable records.
- Strong writing and listening skills, including the ability to summarize proceedings objectively and distinguish discussion from decisions.
- Working knowledge of Board and member meeting processes, governance records, or comparable administrative requirements.
- Comfort using document-management, shared-drive, meeting, and version-control systems.
- Integrity, discretion, and the ability to protect sensitive information while providing appropriate access to authorized directors.
- Reliability, preparation, and capacity to complete minutes, filing, and governance follow-up promptly.

Additional Assets Previous experience with nonprofit boards, meeting minutes, records management, policy administration, membership organizations, or Annual General Meetings is an asset. Equivalent administrative and governance experience will be considered.

Governance and Role Boundaries

All directors share collective responsibility for Board governance and decisions. This posting summarizes the prospect; EDC: MV's governing documents, valid Board resolutions, approved policies,



and the signed position agreement prevail if a conflict arises.

- The Secretary cannot alter approved minutes, records, or resolutions unless a correction is approved through the required Board process and documented.
- The role does not include directing staff, contractors, or volunteers unless a separate operational role is approved.
- The Secretary cannot bind EDC: MV, sign agreements, approve spending, change compensation, move funds, or approve their own transactions unless separately authorized.
- The Secretary may access only the confidential records required for the role and cannot withhold official records from authorized directors, subject to approved privacy, privilege, conflict, and access controls.

Why Join the Board?

- Help preserve the integrity and continuity of EDC: MV's governance records.
- Strengthen transparent, well-organized, and accountable Board decision-making.
- Build practical experience in governance, meetings, policy, and nonprofit administration.

How to Apply Apply through this posting or to [email protected] with a resume and a brief statement of interest describing your connection to EDC: MV's mission and the experience you would bring to the role. The selection process may include an interview, reference checks, eligibility confirmation, and formal Board approval in accordance with EDC: MV's bylaws and policies.

EDC: MV encourages applications from people with diverse professional backgrounds, identities, perspectives, and lived experience. Applicants may request accommodation during the selection process.

This is an unpaid volunteer Board position and does not create an employment relationship.

📌 Secretary (Canada)
🏢 EDC: Milestones for Victory
📍 Canada