The Executive Committee of JETAA Ottawa meets at least once a month to discuss the organization of events, review by-laws and policies, approve the allocation of budget and prepare training sessions for new JETs. Members of the Committee also represents JETAA at various events (promotional, networking, etc.).
The biggest event of the year is Natsu Matsuri which makes the months leading up to it (May and June especially) a lot busier for the committee than the rest of the year. In 2020 and 2021, Natsu Matsuri was unfortunately cancelled, JETAA Ottawa held DIGI-AKI Matsuri instead. In 2022, JETAA Ottawa held Natsu Matsuri in person and are intending for it to return to its normal programming in 2023.
In 2023 JETAA Ottawa will also hold CanCon (National Conference for Canadian JETAA chapters), which will also require help with logistics and communications with partners.
Below you will find the description and time commitment associated with each position of the JETAA Ottawa Executive Committee. Should you have any further questions about any of the positions, feel free to contact us at exec@jetaaottawa.ca
*Please note that the time commitment listed includes monthly meetings and events.
President
Incumbent: Shuaib Syed
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
Incumbent: Brandon Wallace & Yeti Mallavi
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
Incumbent: Anna Rayner-Grignon
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.
Treasurer
Incumbent: Caitlan Wilson
Time Commitment: 5 to 10 hours per month (February-June, increased commitment, 10 to 15 hours)
Description: The Treasurer is responsible for the financial record keeping of the chapter, preparing and submitting funding applications, as well as preparing and submitting taxes. Needed skills include basic Google docs and sheets, understanding of taxes, familiarity with Microsoft Excel, and an interest in keeping everyone informed.
Translator
Incumbent: Robert Lavoie
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
Incumbent: Tyler Bissonnette
Time Commitment: Varies
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
Incumbent: Vacant
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
Incumbent: Erica Bergado
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
Incumbent: Yeti Mallavi
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
Incumbent: Vacant
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
Incumbent: Vacant
Description: The Events Coordinator focuses on the organization of JETAA Ottawa related events such as Natsu Matsuri and DIGI-AKI Matsuri.
Senior Advisory
Incumbent: Erica Long
Description: The Senior Advisor offers advice and help wherever needed.