Tasks related to the mail management 

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• Receive the mail and date stamp it; 

• Make a photocopy and classify the original;

• Give the photocopy to the proper committee;

• Prepare the mail to be sent out;

• Make a photocopy of the mail to be sent out and classify it;

• Send the mail;

• Archive correspondance.

Tasks related to the Annual General Assembly and the meetings for the board of directors

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• Prepare the notices, have them signed and dated;

• Photocopy and distibute the notices;

• Take minutes at the general assemblies;

• Prepare the minutes;

• Classify the minutes;

• Prepare the minutes extracts and give the originals to the secretary;

• Maintaint the resolution book;

• Keep the resolution book up to date;

• Organize the logistics for the assemblies.

Tasks related to internal communication

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• ​Create an external journal to inform the members;

• Put in place simple communication tools (memos, billboards, etc.);

• Keep the internet site updated

Other tasks

 

• Update the members list;

• Update the administrators list;

• Update the list of members for each committee;

• Update the by-laws and policies;

• Identify and classify documents;

• Prepare the membership contracts;

• Send the annual reports to the concerned authorities;

• Translation french - english;

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