December 18: Annual General Meeting (AGM)

JETAA Ottawa will be holding its Annual General Meeting (AGM) on December 18, 2021 online over Zoom! As a volunteer-based registered not-for-profit organization, JETAA Ottawa will soon be looking for new and excited individuals to help run the chapter. The AGM is where JETAA members vote for the next year’s Executive Committee as well as reminisce on the past year’s events! This year’s AGM will be held virtually, but that doesn’t mean the fun can’t continue!

For more detailed information about the current positions on the JETAA Ottawa Executive Committee, including the time commitment involved, check out this page! Email us at exec@jetaaottawa.ca if you want to submit your platform ahead of the AGM!

Date: December 18, 2021
Time: 1:00 p.m.
Location: Zoom (link will be shared with participants ahead of the event)
Registration: RSVP here! (JETAA members only)

Learn more about the 2021 Executive Committee here, read the descriptions of Committee positions here, and consult our By-Laws here.

The current list of positions for 2021 are:

  • President
  • Vice-president
  • Secretary
  • Treasurer
  • Event Coordinator
  • Communications
  • Web Editor
  • Social Media Coordinator
  • External Relations Coordinator
  • Newsletter Editor

Any willingness to help will be accommodated. You can submit a platform, a few sentences about yourself and what you’d like to do in your role, ahead of the event to be posted on the website. To see the platforms that have been submitted, click here!

*Note: a platform is not required to stand for election. Your platform can be submitted verbally at the AGM.


Position Descriptions


President

Time Commitment: 5 to 10 hours per month
Description: The President is responsible for the overall functioning of the organization, including ensuring the satisfaction of members and stakeholders, and the success of all events and programs. He or she must be dedicated and passionate about the organization, invested in its continuous improvement, and therefore willing and eager to sacrifice some of his or her free time and/or vacation time to attend to duties (including but not limited to attending monthly meetings and events). The President also represents JETAA Ottawa to external organizations (notably the Ministry of Foreign Affairs (MOFA) and the Council of Local Authorities and International Relations (CLAIR)) and the general public, and is expected to give regular public speeches (notably at the JET Departure and Welcome Back receptions, and at the Natsu Matsuri). Perks include being invited to various Japanese-community-related events and genuine resumé-worthy experience.


Vice President

Time Commitment: 5 to 10 hours per month
Description: One of the four members that make up the Board of Directors. The Vice President preforms a variety of duties, the most notable of which is being the primary point of communication during the preparation and execution of JETAA’s annual Natsu Matsuri (Summer Festival). The Vice President is also in charge of providing support to the President in facilitating a variety of monthly events, most of which centre around maximizing participation from the JET Alumni community, along with fostering interest in the JET Programme for the future generations. Aside from monthly meetings and event participation, the Vice President is expected to take initiative during the busy months leading up to Natsu Matsuri and maintain communication with festival participants and members of the Japanese community to ensure a smooth and successful event.


Secretary

Time Commitment: 5 to 10 hours per month
Description: The Secretary is responsible for record keeping for the chapter, such as by preparing meeting schedules and minutes, tracking documents, and sending out information and reminders. Needed skills include basic Google docs and sheets, gmail, and google calendar, quick typing or note taking, and an interest in keeping everyone informed.


Translator

Time Commitment: Varies
Description: Translates information, events, and other such articles give to or done by JETAA Ottawa into English, French or Japanese.


Policy Coordinator

Time Commitment: 5 to 6 hours per month
Description: The member in charge of communications writes and edits the JETAA Ottawa by-laws by-laws. They also review and work on policies.


Web Editor

Time Commitment: 4 to 8 hours per month
Description: Update and maintain JETAA Ottawa’s website using WordPress and its tools. Make sure that the event pages, descriptions and sign-up forms are up-to-date and easy to access.


Social Media Coordinator

Time Commitment: 2-4 hours per month
Description: Attract attention and interest for JETAA events primarily through Facebook, Twitter and Instagram posts; create Facebook event pages for upcoming JETAA events; host and promote online Trivia Events; attend events to take pictures/video for social media use.


Newsletter Editor

Time Commitment: 1 to 2 hours per month
Description: The newsletter editor uses MailChimp to track our membership as well as tell our members and friends about upcoming events and opportunities. Generally, we send out a full newsletter once a month and periodic short newsletter blasts or reminders. MailChimp is a drag-and-drop application that is intuitive to use and a commonly used tool for businesses. 


External Relations Coordinator

Description: When the President is otherwise disposed, the External Relations Coordinator coordinates correspondence with external stakeholders (Embassy, Natsu Matsuri participants, OJCA/OJCC, etc.)


Events Coordinator

Description: The Events Coordinator focuses on the organization of JETAA Ottawa related events such as Natsu Matsuri and DIGI-AKI Matsuri.


Senior Advisory

Description: The Senior Advisor offers advice and help wherever needed.

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