Position: Secretary
The Secretary serves as the central administrative officer of EHMCC, responsible for ensuring efficient operations and supporting the organization’s mission and objectives.
Key Responsibilities
- Record-Keeping and Reporting
- Maintain accurate and up-to-date records of EHMCC’s activities, meetings, and resolutions.
- Document and archive all correspondence, official communications, and records of decisions made.
- Compile and distribute meeting agendas, minutes, and reports to committee members.
- Administration and Oversight
- Oversee the day-to-day administration of EHMCC to ensure smooth functioning.
- Supervise the management of records, documents, and databases (e.g., membership records).
- Ensure compliance with organizational policies and legal requirements.
- Community Engagement
- Receive, assess, and act on various requests from the community, ensuring timely responses.
- Coordinate with the sub-committees and relevant stakeholders to address specific needs.
- Event and Puja Management
- Handle requests for pujas and ceremonies, including scheduling, documentation, and coordination with priests and volunteers.
- Ensure smooth execution of all community events and religious activities.
- Collaboration and Delegation
- Work closely with the President to align activities with organizational goals.
- Delegate tasks effectively to committee members, ensuring accountability and productivity.
- Maintain regular communication with sub-committees to monitor progress and resolve issues.
- Membership and Sub-Committee Records
- Maintain comprehensive membership records, ensuring accuracy and confidentiality.
- Keep detailed records of sub-committee activities, budgets, and performance.
Required Skills and Qualifications
- Excellent organizational and multitasking skills.
- Strong verbal and written communication abilities.
- Proficiency in record-keeping and document management.
- Ability to work collaboratively and build relationships with diverse stakeholders.
- Knowledge of community and religious practices, particularly related to EHMCC’s mission.
Position: Joint-Secretary
The Joint-Secretary acts as the deputy to the Secretary, providing support and assuming responsibilities in the Secretary’s absence.
Key Responsibilities
- Support and Assistance
- Assist the Secretary in maintaining records, administering activities, and managing community requests.
- Step in to fulfill the Secretary’s duties during their absence or unavailability.
- Collaboration and Delegation
- Coordinate closely with the Secretary, President, and committee members to ensure seamless operations.
- Delegate tasks to volunteers or sub-committees as directed.
- Event Coordination
- Assist in the planning and execution of pujas and community events.
- Support the management of logistics, schedules, and communication for events.
- Membership and Records
- Support the maintenance of membership databases and sub-committee records.
- Ensure all documentation is accurate and up-to-date.
- Liaison Duties
- Act as a liaison between the Secretary and sub-committees or members.
- Address minor queries and issues, escalating significant matters to the Secretary or President.
Required Skills and Qualifications
- Strong organizational and time management skills.
- Ability to work as part of a team and under the direction of the Secretary.
- Effective communication and interpersonal skills.
- Willingness to learn and take on additional responsibilities when needed.
General Attributes for Both Positions
- Commitment to EHMCC’s values and mission.
- High level of integrity and discretion in handling sensitive information.
- Ability to adapt to changing priorities and handle multiple tasks efficiently.
This comprehensive job specification ensures that both the Secretary and Joint-Secretary understand their roles and work collaboratively to support EHMCC’s objectives and community service initiatives.