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Position Description: Company Secretary

Employment Type: Voluntary, with expenses paid where appropriate.

The Institute of Professional Editors Ltd (IPEd) seeks to appoint a Company Secretary to manage IPEd’s statutory duties and responsibilities. The role requires attendance and preparation of board papers for approximately 10 Board meetings per year (via Zoom), taking part in regular meetings for financial reporting and general compliance issues, as well as preparation and attendance at the AGM.

This is a unique opportunity to contribute to the development of IPEd and, in turn, the profession of editing. We are seeking candidates with experience and qualifications in corporate governance, and related areas.

About IPEd

IPEd, a not-for-profit company limited by guarantee, representing professional editors based in Australia and New Zealand. It has six branches in Australia and one in New Zealand.

The IPEd governance and management structure includes the Board, standing committees, working parties, branch executive committees and IPEd staff.
IPEd currently has 1370 members, some of whom work in-house for publishers and other organisations, while others work as freelance editors across many sectors, including publishing, education, government and business.

IPEd provides member services that include professional development workshops and events, standards for editorial practice, accreditation exams, member information, newsletters and conferences.

Skills and competencies related to the role

The Secretary’s responsibilities and tasks are primarily to:

  • perform statutory duties in accordance with the Corporations Law, relevant clauses of the IPEd Constitution and IPEd policies, ensuring that IPEd complies with its statutory obligations
  • provide advice and guidance to the Board, committees and national staff on regulatory matters, including Directors responsibilities, the interpretation of regulations, the Constitution and IPEd policies, and employment, superannuation and insurance matters
  • arrange all aspects of Board meetings and AGM, including the preparation of notices and agenda, and assisting to prepare and compile reports and minutes
    oversee the development and maintenance of IPEd policies and committee charters
  • develop and maintain a coordinated IPEd calendar of branch general meetings, Board meetings and IPEd general meetings
  • oversee the maintenance and integrity of records of all correspondence and documents relating to IPEd’s governance
  • carry out other responsibilities and tasks as directed by the CEO and/or Chair.

Administrative duties related to the role:

  • develop and maintain the schedule for all Board meetings and IPEd general meetings with assistance from staff
  • organise and attend meetings, take, circulate and amend draft minutes, and distribute final minutes to Directors and branch presidents
  • maintain the archive of all final minutes, signed off by the Chair and Secretary
  • undertake other tasks as directed and agreed with the Chair/Board and CEO from time to time
  • maintain formal correspondence with Australian Taxation Office, ASIC and IPEd insurers.

Selection criteria

  • Demonstrated capacity and experience in:
    • preparing agenda and materials for meetings and taking detailed minutes with associated action sheets
    • working effectively with a Board of Directors
    • writing concise reports
    • managing the administration of a national organisation in a virtual office
  • Excellent interpersonal, spoken and written communication skills
  • The ability to work in a systematic way with a minimum of direction
  • The ability to work effectively as part of a team
  • Competence, or ability to quickly gain competence, in using G Suite (Google Apps for Work) and the Microsoft Office suite of programs
  • Knowledge of accounting, tax and company law.

How to apply: You are invited to submit a current CV, a one-page expression of interest addressing the skills and competencies, and details of two professional referees. Please send to, attention Stephanie Holt, Chair of the IPEd Board by COB Wednesday 17 April 2024.