JOB OFFER: Secretary of the Stanstead County Agricultural Society

Position: Secretary of the Stanstead County Agricultural Society
Location: 977 Main Street, Ayer’s Cliff, Québec
Role: Year-round / Part-time
Office policy: This role requires the work environment to be a mix of remote and on-site work.

About us

Ayer’s Cliff Fair is the common name for the Annual Exhibition of the Stanstead County Agricultural Society, one of the oldest fairs in Quebec; running uninterrupted for 175 years until the Covid-19 pandemic in 2020. The Fair attracts about 25,000 visitors each year and offers a wide range of activities: livestock and crop competitions, horse shows, local artisans and handicrafts, children and youth programs plus an assortment of entertainments (midway rides, horse races, truck pulls, music shows and cultural demonstrations).

Our mission is to promote the importance of agriculture, horticulture and local artisans by celebrating our history and encouraging the technological advancement of agriculture for future generations by bringing together exhibitors, families and people of all ages from agricultural, rural and urban communities.

Our vision

· Grow the impact and public awareness of the importance of the Stanstead County Agricultural Society in our local communities and the future of agriculture and horticulture.
· Support the sustainable prosperity of local communities and agriculture through the sharing of ideas, knowledge and experiences.
· Develop the next generation of farms and volunteers in partnership with 4H/AJRQ and other agricultural organizations.
· Ensure the viability and safety of the Society, in perpetuity.
· Attract new exhibitors and visitors to the Eastern Townships and our village with fun programming, friendly judging competitions and entertainment.
· Promote local artisans, artists and heritage performers.

Responsibilities as Secretary

The Secretary position description is under the direction of the Board of Directors and the Executive Committee of the Stanstead County Agricultural Society. The Secretary is a non-voting member who works closely with the Treasurer, and uses skills associated with good office administration standards for our non-profit organization to manage all aspects of the Society’s operations.

Our secretary is the public face of our organization and must possess skills in dealing with the public and remain professional in all instances. The secretary will:

· Prepare monthly Board meeting agendas in conjunction with the President.
· Attend and record minutes of the Annual General Meeting and all Regular Board and Executive Committee meetings. The Annual General Meeting minutes are reviewed and adopted by the Board at the next Annual General Meeting.
· Maintain the Society’s records and all official documents of the Society including meeting minutes, contracts, constitution and policies.
· Be the first point of contact for the Fair and Board of Directors by email and phone. Manage phones calls and emails in a timely manner.
· Provide invoices and contracts regularly to the treasurer for accounts receivable management.
· Act as liaison contact with the Ministère de l’Agriculture, des Pêcheries et de l’Alimentation du Québec (MAPAQ) and other organizations. Assist with MAPAQ grant application and all other grant applications.
· May attend Association des Expositions Agricoles du Québec (AEAQ) meetings as well as the Canadian Association of Fairs and Exhibitions (CAFE) annual convention. May also attend a MAPAQ Eastern Township region meeting. May be required to attend virtual meetings.
· Be at the Fair office the week leading up to and Fair week-end to register exhibitors, coordinate with committee chairpersons for their requirements, and liaise with all event leaders and placement of kiosks and canteens.
· Work with Assist-Expo fair management computer program and its service provider. (On-line entries, kiosk, rentals, judging and prize reports)
· Manage boutique, space and ground rentals. Must provide contracts/invoices and obtain insurance policies.
· More detailed information available of the weekly/monthly duties at time of interview.

Experience / Skills

· Shall be bilingual to communicate with exhibitors, vendors, sponsors and visitors. Able to translate or with minimal assistance.
· The secretary must be interested and passionate, display leadership, positivity and autonomy with a high level of organizational skills.
· Work in partnership with the Treasurer.
· Must possess skills in Word and Excel.
· Capable to learn and work with Assist-Expo fair management computer program.
· Be cooperative, confidential and professional.

Pay & Benefit Summary

· Salary to be discussed based on experience.
· Reimbursed for travel and other expenses.
· Work remotely except for meetings and during the week of the Fair. Approximately 500 hours per year.
· Rewarding community experience. Opportunity for personal growth and business skillset.
· Conference outings and events.

If you are interested in becoming a member of our dynamic team, please email your résumé to: For any questions or more info, please contact us at 819-838-5388

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