GENERAL SUMMARY OF RESPONSIBILITIES 

The Secretariat position of a non-profit organization plays a critical role in fostering communication and diligence through proper management and utilization of important records such as meeting minutes and the organization's bylaws. 

As the custodian of the organization's records, the Secretariat is responsible for maintaining accurate documentation and meeting any legal requirements such as annual filing deadlines. The Secretariat is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible. 

A Secretariat will be most useful to an organization when his or her role is catered to meet the unique structure and needs of the organization, rather than filling a "one-fits-all" job description.

Duties may additionally change from time to time as may be assigned to him or her by the board. 

 Specific Duties 

 Minutes 

The Secretariat is responsible for ensuring that accurate minutes of meetings are taken and approved. The President signs a copy of the final, approved minutes and the Secretariat ensures that this copy is maintained in the corporate records. 

 Custodian of Records 

The Secretariat ensures that the records of the organization are maintained as required by law and made available when required by authorized persons.  

 Membership Records 

The Secretariat ensures that official records are maintained of members of the organization and Board. He/She ensures that these records are available when required for reports, elections, referenda, other votes, etc. 

 Communication 

The Secretariat ensures that proper notification is given of Committee and members' meetings as specified in the bylaws. The Secretariat manages the general correspondence of the Board of Directors except for such correspondence assigned to others. 

 Meetings 

The Secretariat provides items for the agenda as appropriate. The secretariat records meeting minutes as described above depending upon the bylaws and practices of the organization, the Secretariat will perform these duties for member meetings (eg. Annual General Meeting) and/or for an executive committee. 

 Filing of Documents 

The Secretariat may be the registered agent with respect to the laws of the jurisdiction; the person upon whom legal notice to the corporation is served, and responsible for ensuring that documents necessary to maintain the corporation are filed. 

 Accreditation  

Course intake – Get schedule from learning institutions, broadcast to members,

Media – Perform whatever is necessary should there be a press release, media launch, etc.  

Misc. – liaise with service providers (eg. logos & certificate design)  

  Membership Management Software (GLUE UP) 

Update members changes 

Create event to enable online fee collection (this is linked to our website), keep tabs on invoices not paid for event and send reminders, record payment  

Email to OBs when there’s a new membership application with applicant’s particulars, approve application on system only when applicant has made payment  

Website (GLUE UP) 

Upload of items to website (new page upload, BCA updates, members’ logo change, etc) 

 Events 

Source for and liaise with service providers, catering, book venue, budgeting, etc. 

 Corporate office 

Clear mail from Corporate Service Office (CSO), return calls received by CSO  

Must be Singaporean or Permanent Resident

Able to commence immediately preferred