We are looking for a secretary to attend the trust’s monthly meetings that is efficient at taking meeting minutes. There are also a few other Secretary type tasks that might need doing on the odd occasion. Ideally they would also be interested and available to help with the events on the day.
Role duties:
- General administrative support to the trust.
- Responsible for clearing the Trust post-box at Waikato Mail Centre when advised there is mail.
- Setting of agenda each month with the Chairperson. This should be discussed the previous Wednesday to the meeting, and any information gathered and points for discussion included in the agenda, along with any correspondence, etc.
- Taking the minutes of the meeting and distributing them in a timely manner.
- Keeping the contacts list of the trustees up to date and ensuring these details are correct on the website and the Charities website.
- Working with the Chairperson on any relevant trust correspondence that needs to be sent out.
- Keeping the core records of the trust, e.g. insurances, minutes, contracts, strategic plan, correspondence. This includes the relevant files out at the storage unit that relate to the trust.
- Holds a key to the storage, the trust seal, and address stamp.
- Responsible for renewing the trust insurances each year. Filling the appropriate forms, discussion with trustees and Event Coordinator, securing a quote and finalising insurances once agreed upon.
- Keeping an accurate record of trust owned materials both office, floats, and costumes with Event Coordinator.
- Working closely with the Treasurer and Event Delivery Partner on Trust and event budgets.
- Working with the Treasurer and auditor each year.
- Organising the invitations and the function for the sponsors each year in conjunction with the Chairperson and Event Delivery Partner.
- Organising the AGM each September.