Description:
About Arc
Arc Poetry Society, a not-for-profit organization, is dedicated to nurturing and promoting the composition, appreciation, and understanding of poetry in Canada and abroad, with a particular emphasis on Canadian poetry. As the legal entity that administers the publication of Arc Poetry Magazine, the society plays a pivotal role in advancing the literary arts in Canada through this publication and other initiatives.Governance of Arc is entrusted to a volunteer Board of Directors. The board is responsible for the strategic direction, financial oversight, and operational guidance of the organization, working collaboratively with a dedicated Editorial Board and a small team of talented independent contractors.
Board members ideally take on 1-2 specific roles within the board but may contribute to as many committees as they’d like and have a capacity for. In addition to distinct responsibilities for specific roles, board members are invited to support other aspects of Arc’s work, including editorial and programming initiatives.
Time Commitment
The Secretary is an important member of the Board of Directors and an Executive Officer of the organization. It is expected that the Secretary will contribute 10-12 hours per month to Arc, including role-related duties, participation in quarterly and supplementary meetings, and occasional involvement in programming initiatives.Candidate Location
The majority of Arc’s board work is conducted virtually using email and Zoom. However, due to funding requirements, at least 50% of Arc’s board should be based in Ottawa (where Arc is based). At this time, we are actively recruiting from Ottawa-based applicants to meet this requirement.Responsibilities & Authority:
- Meeting management:
- Plan and schedule board meetings, including sending calendar invitations and reminders.
- Prepare and distribute meeting agendas in collaboration with fellow Executive members.
- Record and manage minutes for all Board meetings, ensuring accuracy and timely distribution to Board members.
- Record keeping:
- Maintain and manage Arc’s records, including minutes, the board manual, and other key documents, ensuring they are up to date and accessible.
- Serve as the custodian of all organizational records
- Communication:
- Communicate key decisions and actions from meetings to the Board and team, ensuring transparency and alignment.
- Ensure that all Board members receive necessary information and documentation promptly.
- Governance and compliance support:
- Assist the President and Vice President in ensuring compliance with organizational bylaws, governance practices, and relevant regulations, including those related to Arc’s charitable status.
- Provide administrative support during Board recruitment, orientation, and training processes, including receipt of applications.
Accessibility
Arc is an equal-opportunity employer. Our commitment to inclusive, barrier-free recruitment practices and work environments extends to our engagement of volunteers. We welcome and encourage submissions from individuals of all cultures, ethnicities, gender identities, sexual orientations, and abilities. We will be happy to work with applicants requesting accommodation at any stage of the selection process.Key Competencies & Knowledge:
- Familiarity with literary arts: Appreciation for and knowledge of poetry, literary arts, and the broader cultural landscape in Canada.
- Commitment to diversity & inclusion: Understanding and commitment to promoting diversity, equity, and inclusion within Arc’s communication practices.
- Organizational skills: Strong organizational abilities, with experience in managing records, scheduling, and documentation.
- Attention to detail: High level of accuracy and attention to detail, particularly in maintaining records and preparing meeting minutes.
- Communication: Excellent communication skills, both verbal and written, to effectively coordinate meetings and communicate with the Board and team.
To apply, email your details to kayla@arcpoetry.ca
If you are interested, please provide the following documents: – A brief statement of interest that describes your relevant experience and what you expect to get out of the experience (maximum 1 page) – A resumé/curriculum vitae These documents can be sent to kayla@arcpoetry.ca. Please submit your application by Friday, July 31.