Board Secretary – Volunteer Position 2026
About the Lower Mainland Down Syndrome Society….
The Lower Mainland Down Syndrome Society is a not‑for‑profit organization established in 1989. Our members believe that individuals with Down syndrome are capable of full participation in society and should be given the opportunity to develop their potential. To make this mission come to life, the Society aims to:
- Provide information, support, and resources to individuals with Down syndrome in BC and their families.
- Advocate that governments and agencies provide the special resources often needed by individuals with
- Down syndrome and their families.
- Support families and increase public awareness.
- Network with other organizations and individuals.PURPOSE OF ROLE
The Secretary ensures accurate documentation, timely record‑keeping, and compliance with all legal and organizational requirements. This role demands reliability, attention to detail, and proactive communication with the President and Executive Director.
ACCOUNTABILITIES
- Attend all board and general meetings (minimum 80 % participation annually).
- Record and distribute minutes within five business days of each meeting.
- Maintain organized digital records in SharePoint and OneDrive.
- Communicate promptly if unable to fulfill duties for any period longer than two weeks.
- Ensure all documentation is completed personally — not delegated to other.
- Support smooth transitions by briefing successors and transferring files when leaving the role.
- * Follow Robert’s Rule of Order.
COMMITMENT & RELIABILTY
- Demonstrate reliability by meeting deadlines and maintain organized records.
- Take ownership of assigned tasks and follow through independently.
- Uphold confidentiality and professionalism in all communications.
- Collaborate respectfully with the President and Executive Director to ensure continuity.
SKILLS & QUALIFICATIONS
- Excellent organizational and time management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft 365 (Word, Outlook, SharePoint, OneDrive).
- Ability to maintain accurate, accessible records and version control.
- Commitment to confidentiality and adherence to privacy guidelines.
- Confidence in managing meeting documentation and board communications.
PERFORMANCE REVIEW
The Secretary role will be reviewed annually by the Executive Director and President to ensure responsibilities are being met and documentation standards maintained.
OTHER INFORMATION
Documentation Required:
- Certificates/ Diplomas ___
- Criminal Record Check ___
- Confidentially, Agreement___
- Consent for Photographs ___
- Membership ___
- Privacy Policy ___
- Volunteer Application ___
- BOD Candidate Profile Form ___
Length of Term: Two years, which may be renewed up to a maximum of four consecutive terms, pending on approval of the board.
Benefits:
Education:
- Secondary School (preferred)
Experience:
- Administrative: 2 years (preferred)
Work Location: Hybrid remote in Surrey, BC V3S 1Z3
