Secretary (casual vacancy)

SMASH Inc is the not-for-profit, volunteer-run organisation behind the annual SMASH! convention. Celebrating its 10th year in 2016, SMASH! presents the forefront of anime, manga and Japanese popular culture to an audience of more than 15,000 over 2 days. Throughout the year over 100 volunteers contribute to the programming, development and volunteer training that make this event possible.

SMASH Inc is seeking an interested candidate to fill a casual vacancy as Secretary throughout 2017. The role will last until the next annual general meeting in September, where a new Secretary would be voted in by the membership.

Role description

Essential duties in this role include:

• keeping records of office-bearers and board members,
• take attendance of board members at board and general meetings,
• take and publish minutes of all board and general meetings in electronic form, in a timely manner.

Additional duties include:

• preparing agendas for board and general meetings as required,
• preparing documents and letters on the G Suite (formerly Google Apps) platform,
• maintaining the staff and membership register,
• maintaining confidentiality of board matters in confidence.

As an office-bearer of the association, the Secretary will also share responsibility for ensuring SMASH Inc proactively meets legal and compliance requirements, with assistance from our Audit and Compliance committee.

The candidate will also have an important role in deciding the future of SMASH Inc and the SMASH! convention, and represent the views of volunteers and community members they meet.

Commitment

SMASH Inc conducts most of its work online and outside business hours, and does not have a physical office. Candidates should apply with the understanding that they may be required to answer emails and online correspondence in this time, and are very likely required to attend meetings on weekends.

General meetings will be held on the fourth Wednesday of each month at 7pm – candidates should state their availability for this time. Both general and board meetings run for 3-4 hours on average.

The estimated minimum time commitment required is 20 hours per month.

Hiring criteria

The role requires a high degree of English proficiency, and some experience with G Suite (formerly Google Apps) or equivalent. Previous administration experience is not essential.
An interest in Japanese culture and/or anime and manga, or previous volunteer experience, will be looked upon favourably.

Former and current volunteers at SMASH! in any capacity (crew or staff) will be given preference and are strongly encouraged to apply.

How to apply

Cover letter and CV

Send a cover letter of no more than 1 A4 page (do not include in email body), your current CV, and your minutes from the task below, to secretary@smash.org.au.

Language testing

Take minutes of the complete board meeting at this link.
Candidates are encouraged to consult online resources on minute-taking.

You will be assessed on language proficiency and the accuracy in presenting key details of this meeting.
You will not be assessed on the finer conventions of minute-taking, subject knowledge of board affairs, or the spelling of names not displayed in this meeting video.

Attendance at SGM (optional)

SMASH Inc will be holding a Special General Meeting at 1:00pm on Saturday 18 February 2017.
Attendance is encouraged for an overview of how SMASH Inc functions, but non-attendance will not disadvantage any candidate for the position.

All applications will be considered after the closing date of Friday 3 March 23:59.
Only shortlisted candidates will be contacted – thank you for your understanding.