Recording Secretary

Description:

The Recording Secretary produces the agendas for the chapter board meetings, records and archives the chapter board meeting minutes, and maintains the board directory. The Recording Secretary works with the Chapter President to optimize productivity during board meetings. This is an excellent role for someone who wants to gain a full perspective of all the operational and strategic initiatives that fall within the Chapter’s initiatives.

Roles and Responsibilities:

• Reports to the chapter President
• Keeps records of all proceedings, actions, and board meetings of the chapter.
• Maintains the board directory with contact information of board members.
• Sets up conference calling bridges for board and committee meetings.
• Produces the agenda and board packet prior to each board meeting. Polls board members for agenda items, reviews agenda with President for approval, and sends out to board members prior to meeting.
• Orders food and refreshments for the board meetings.
• Act as timekeeper during board meetings to ensure meetings are kept on schedule.
• Take notes during board meetings. Send minutes to President for approval, and then send out to board members.
• Track action items and ensure actions are taken and closed.
• Take notes during annual membership meeting.
• Maintains the chapter calendar.
• Maintains a master summary attendance sheet.
• Conducts other correspondence of the chapter as requested by the President.
• Maintains archive of chapter board meetings and annual membership meeting and hand over to chapter historian.
• Submits a summary of the monthly meeting’s speaker presentation for the newsletter.
• Works with incoming President over the summer to update board handbook.
• Maintains and delivers all permanent records to successor. Provides guidance and training to successor.  

Qualifications:

• Is a current member of the Chapter.
• Energetic and thorough individual who excels at written and verbal communication.
• Has a talent for attention to detail and documenting good business practices.
• Enjoys learning both operational and strategic perspectives in a continuously changing environment.

To find more information about these positions, go to the “Become a Volunteer” link on our Homepage (http://www.pmimassbay.org).  And if you are inspired to help the chapter by taking on one of these roles, use the “Volunteer Now” button at the bottom of the Volunteer page to complete and submit our brief information form.  Within a few days, you will be contacted by a chapter leader to answer your questions and help you through the appointment process.