Canadian Health Food Association Secretary to the Board of Directors
Location: Flexible Deadline: Friday, February 19, 2010 Part-time Contract Position
Interested applicants may send a resume to CHFA by fax at 416-497-3214 or by email at
board@chfa.ca (word or pdf format please)
The Canadian Health Food Association is Canada’s largest national trade association
dedicated to the natural and organic products industry.
Our members represent the entire supply chain including growers, manufacturers,
retailers, wholesalers, distributors, and importers involved in a variety of industry subsectors
such as vitamin and mineral supplements, herbal products, homeopathics,
sports nutrition products, natural and organic foods, fibres and health and beauty aids.
CHFA member products support Canadians seeking optimal health and well-being.
Purpose:
To prepare and maintain the official documents of the Association. To exercise care and
diligence, act in good faith, and use powers for a proper purpose. The provide support
to the Chair and Directors of the Board of the Association.
Time Commitment:
An average of ten hours per week for regular Board and Board Committee meetings plus
attendance at up to five events, 2 – 5 days in length, annually at tradeshows,
governance and strategic planning sessions.
Expectations:
Attendance at Board of Directors meetings (by telephone on a monthly basis)
Attendance at Board Committee (five Committees) meetings (by telephone on an
irregular basis)
Attendance at Tradeshows and AGM (in person two to three times per year in
Toronto, Vancouver and Montreal; 2 – 5 days per event)
Attendance at one governance and one strategic planning session annually (in
person, within Canada; 2 – 4 days per event)
A long-term commitment to the position (two-years or greater)
Prepared to sign and respect a confidentiality agreement
Term:
The Board Secretary is to be appointed in a manner consistent with the By-Laws.
He/she is accountable to the Board of Directors and has no authority to act beyond that
required to fulfill the duties outlined below. The Board Secretary will be hired on a
contract basis, subject to review annually.
Duties & Responsibilities:
Provide executive support to the Board of Directors
The Secretary will work closely with the Chair of the Board in the planning of Board of
Directors and Association meetings. The Secretary will also work with the Chair of
each respective Board Committee in the planning of Committee meetings.
The Secretary of the Board shall be responsible for:
The creation and timely distribution of agenda for Board of Directors, Board
Committee and Association membership meetings (e.g. annual general
meeting);
The accurate recording and distribution of the minutes of Board of Directors
meetings;
The updating, maintaining and safe storage of the original copy of the
Association’s Minute Book and a copy of the Minute Book is in the
Association’s office
Ensuring that the Board’s Policy Manual contains all Board directives and that
such policies are systematically subject to board review
Ensuring that external correspondence to, and requests made of, the Board
of Directors, or relevant to the governance of the Association, is reported and
responded to in a timely manner
Overseeing and coordinating the election process and Annual General
Meeting of the CHFA Board of Directors in accordance with the Association’s
bylaws
Maintaining and updating annually the Board of Directors Handbook and
assist in orienting newly appointed members
Liaising with the Association’s Governance counsel as required
Coordinating the logistics for any meetings, governance and strategic
planning sessions of the Board including assisting or providing program
planning, professional development programs or session facilitation for the
Board as needed
Reviewing Board expenses and ensure that activities are performed within
the Board Governance budget established by Association staff, in
collaboration with the Secretary
Creating and maintaining an annual calendar of Board activities and meetings
Maintaining the personnel record of the CEO
The Board Secretary may, from time to time, be asked to provide on-site assistance
at CHFA activities
Qualifications:
Experience supporting a Board of Directors
Experience recording minutes at board meetings
Excellent communication skills, high organization and accuracy
Proficiency in minute taking and keyboarding
Good verbal and written communication skills
Excellent working knowledge of English grammar, vocabulary, spelling, and
punctuation
Ability to work with a diverse group of stakeholders
Strong computer skills with Word and Excel applications
Two or more years of relevant experience
Working knowledge of French an asset
Knowledge of the Organic and/or Natural Health Products sectors an asset
Association experience an asset
Customer service or member based organization experience an asset
