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Company Secretary

Volunteer Opportunity: Company Secretary to the Board at Graphic Studio Dublin

Are you passionate about the arts and looking for an opportunity to contribute to the Irish Visual Arts? Graphic Studio Dublin, the leading fine art print studio and gallery in Ireland, invites you to join our team as a volunteer Company Secretary.

As the Company Secretary to the Board of Alchemiser CLG, trading as Graphic Studio Dublin (GSD), a not-for-profit arts organisation, you will play a crucial role in the governance and administration of a charity devoted to the creation and dissemination of fine art prints.

Key Responsibilities: 

  • Oversee compliance with company law and Charities Governance Code.
  • Maintain constitutional documentation and statutory registers.
  • Prepare for, conduct, and follow up on Board and AGM/EGM meetings.
  • Support the Chair & Board members with knowledge, advice, and communications.

Desired Qualities & Skills:

  • Knowledgeable in company and charity law.
  • Committed to and enthusiastic about the Arts sector.
  • Experienced in governance, particularly within the voluntary sector.
  • Well-organised with meticulous attention to detail.

Benefits of Volunteering:

  • Make a meaningful impact on Ireland's arts culture.
  • Enhance your professional network in the Arts sector.
  • Develop governance skills within a reputable non-profit organization.
  • Work with a dedicated team that values innovation and commitment.

Commitment:

The Board meets six times a year plus the AGM. While in-person attendance at our Dublin City Centre Gallery is preferred, accommodations for remote attendance are available for those with varying personal circumstances.

Step into a role that supports the arts and enriches your understanding and appreciation for the art of printmaking and gallery exhibition. If you wish to help guide and grow a cornerstone of Irish art, we would love to hear from you.

Please contact us to express your interest and discuss how you can be an integral part of Graphic Studio Dublin's journey.

Detailed Job Spec:

Compliance and Registration

  • Overseeing the compliance of Graphic Studio Dublin with company law
  • Complying with the Charities Governance Code requirements by the Charities Authority
  • Maintaining and coordinating approvals for any changes to Alchemiser CLG constitution
  • Ensuring required information is correctly and uploaded to the company website
  • Maintaining Statutory registers- Membership & Directors registers
  • Completing and filing annual updates with the Register of Beneficial Owners
  • Completing and filing annual update of Directors with the Companies Registration Office

Board Meetings

  • Arranging and set up monthly Board Meetings
  • Preparing Co. Secretary Report
  • Preparing Agenda / Requests for discussion and circulating to all in advance of the meeting
  • Taking minutes, sending draft for approval and issuing full minutes to Board Members and Managers minutes to staff. Filing minutes/ Board register
  • Managing and following up on matters that have arisen at the Board Meeting

Annual General Meeting & Extraordinary General Meetings

  • Agreeing date with Board and Staff. Preparing and sending invitations to members to attend with notice of meeting, proxy form and nomination form for new Directors; advising members on nominations received
  • Assisting the Chair in setting out running order, visual presentations and other documentation
  • Setting up venue, taking attendance, recording the meeting, issuing minutes to the Board
  • Registering new Directors as above and with bios on the website with CRO, CRA, RBO, AIB

Support to Chair & Board Members

  • Having an overall knowledge of the Organisation; supporting and advising the Chair and Board members as required, including preparation for Board and Members meetings, AGM and EGM by company law and Alchemiser CLG constitution
  • Inducting new Board members on Company structure and staff, forwarding documents to familiarise them with GSD and obligations of Directors. Inviting new Board Members to visit the premises and introducing them to the practical production of print and exhibition of the same
  • Advising on Board evaluation, new Board members, skills and invitations to join the Board as Directors
  • Communicating with GSD Artist members on behalf of the Board and Management team. Referring relevant correspondence back to the Chair or Board
  • Communicating Board requests and decisions to relevant Staff members, reporting back to the Board

Audit, Strategy Plans and Policies

  • Forwarding minutes + Directors Register to Auditors for Annual Report
  • Arranging review, approval and signing of the Audit and Financial reports by the Chair and relevant Board members
  • Preparing and submitting audit & audit compliance documentation to the Arts Council
  • Updating members and the board on all Policies

Other Duties

Other duties as requested by the Board or Chair.

 

Company Secretary

Published on 03.04.2024

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