Secretary

Position Title: Secretary

Employment Status: Part-time, Contract

Term of Office: May 1 – April 30 (12 months)

Remuneration: $2,000 per month

Hours of Work: Up to 20 hours per week

Work Arrangement: Hybrid (meetings on-campus and administrative work remote as operationally required)

Reports To: President, CCSAI

Works Closely With: Board of Directors, Executive Team, Executive Director / CEO, Committee Chairs

Position Summary

The Secretary is the records and administration officer of the Centennial College Student Association Inc. The role is responsible for ensuring the integrity, accuracy, and accessibility of the Association’s official records, supporting effective board and committee functioning, and maintaining compliance with bylaw and policy requirements.

The Secretary supports the President and Board of Directors by coordinating meeting logistics, maintaining statutory and corporate records, and ensuring that governance processes are properly documented and executed.

Eligibility Requirements

• Members of the President’s Executive Team must be current or former students (have graduated within two (2) years of the date of appointment) of Centennial College and must have been members of the Association (Class A or Class B) prior to appointment.


• Candidates must demonstrate competency, relevant skills, and capacity to fulfill the responsibilities of the specific executive role to which they are appointed.


• In addition, candidates for the President’s Executive Team must have previously contributed to the governance or leadership of the Association through at least one of the following roles:

                (a) Director or appointed representative to the Board of Directors;

                (b) member of a Board or Association committee, whether as an appointed member or                      volunteer observer;

                (c) executive member of a recognized student club or association; or

                (d) prior service as a member of the President’s Executive Team. 

• Have prior experience with student governance, boards, or committee administration.


• Be eligible to work in Canada for the full term of the contract.


• Strong organizational and documentation skills.


• Ability to manage confidential and sensitive information with discretion.

Core Responsibilities

1. Board and Committee Administration

• Schedule and coordinate all Board of Directors meetings and committee meetings in consultation with the President and Chairs.


• Prepare and distribute meeting notices, agendas, and supporting materials in accordance with bylaws and policy timelines.


• Record accurate minutes of Board and committee meetings and ensure timely distribution and approval.


• Track motions, resolutions, and action items and maintain official records of Board decisions.

2. Records Management and Corporate Compliance

• Maintain CCSAI’s official corporate records, including bylaws, policies, resolutions, and governance registers.


• Ensure statutory records required under the Ontario Not-for-Profit Corporations Act (ONCA) are properly maintained.


• Support filing and documentation required for audits, investigations, or regulatory reporting.


• Ensure secure storage and controlled access to confidential governance documents.

3. Governance Process Support

• Advise the President and Board on procedural requirements related to meetings and documentation.


• Support execution of elections, referenda, and membership meetings in accordance with bylaws and policy.


• Assist with implementation of Board policy governance frameworks and procedural standards.


• Support governance training and onboarding of Directors and committee members.

4. Communication and Coordination

• Serve as the primary administrative liaison between the Board, committees, and executive officers.


• Coordinate calendars, meeting logistics, and document flow for governance bodies.


• Support timely follow-up on Board directives and committee mandates.


• Ensure members receive proper notice of meetings and governance actions where required.

Conduct, Ethics, and Professional Standards

• Maintain strict confidentiality of sensitive governance and personnel information.


• Act impartially and in the best interests of the organization.


• Uphold CCSAI’s Code of Conduct and conflict-of-interest policies.


• Exercise professionalism in all communications and record-keeping.

Knowledge, Skills, and Competencies

• Strong organizational and time-management skills.


• Excellent written communication and minute-taking ability.


• Familiarity with governance processes and meeting procedures.


• Ability to manage multiple schedules and deadlines.


• High attention to detail and accuracy.

Performance Evaluation

Performance shall be evaluated by the President in accordance with Board-approved evaluation policies, including effectiveness of records management, meeting coordination, procedural compliance, and responsiveness to governance needs.

We thank all those who apply but only those individuals selected for further consideration will be contacted. We are committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.