Looking for Executive Secretary

Executive Secretary of the Alumni Association
of the Niagara Parks Commission School of Horticulture

Job Description:
Overview.
The Executive Secretary of the Alumni Association of the Niagara Parks
Commission School of Horticulture plays a crucial role as the main contact person,
administrator, record-keeper, and support staff for the Board of Directors along with
the day-to-day administration of the Association. Success in this role requires a
graduate with some knowledge of the Association, excellent communication skills (both verbal and written) and an understanding of media platforms is considered an
asset.

Responsibilities
 Daily:
o Read, respond, and forward emails.
o Check the website for orders and process the requests.
o Collaborate and assist with Foundation matters and its Board of Directors
o Financial:
 See below in financial section

 Monthly:
o Prepare, send, and file a monthly Executive Secretary report for board
members.
o Maintain the membership master list, which includes all member
information and is used to update the Blue Book and provide a
list for mass emails and mailings.
o Update the Blue Book and send it to all paid members once a year and
when as requested, additionally mail a copy to the school for the
library.
o Collaborate with the editor of The Horticultural Herald and provide
distribution support.
o Attend Alumni board of directors’ meetings and store approved minutes in
the “Minutes” binder. as well as the designated google drive folder.

 Seasonally:
o Print and email/mail membership reminders based on Alumni contact
information.
o Prepare for Alumni Homecoming or other Events, including saleable items
and membership paperwork for processing memberships at the event.
o Prepare for the Alumni Annual General Meeting, collate all board member
reports and previous years’ minutes in the AGM Annual Report, and email
other information as legislatively required to all members before the
meeting.
o Send out advertising rate sheets to all Associates for next year’s
advertising in the Horticultural Herald and collaborate with the chair of the
Membership Committee.
o Update the website when memberships are paid and contact the
contracted website host to work on any complex problems
that may arise.
o Handle emails from the website host, indicating new paid
memberships and new members requiring acceptance.
o Forward condolence, obituaries, and encouragement notes and cards to
members, and families of members who are sick or have passed away.
o Receive employment opportunities, post them on the website, and forward
them to the school.
o Work collaboratively with the media team to communicate to the alumni
membership.

Financial:
The Executive Secretary shall work collaboratively with the Treasurer and process the
Accounts Receivables, which entails, but not limited to:
 E-transfers,
 credit card processing,
 cheque payments

Compensation:
The executive secretary’s current compensation is $250.00 per month with a
bonus in December.