logo

ADMINISTRATIVE: SECRETARY

Bookmark and Share

SECRETARY*

 

ROLE DESCRIPTION: Elected volunteer responsible for preparing, maintaining, recording, and distributing, as appropriate, all records, correspondence, issues tracking sheets, meeting agendas, minutes of meetings, and other documentation of the activities of the Chapter and the Board of Directors.

ROLES AND RESPONSIBILITIES:
• Assure safekeeping of all governing documents (approved Bylaws, articles of incorporation, charter agreement, chapter policies, committee charters, and all other non-financial records for the Chapter)
• Maintain all Chapter activity management documents, working with the Board of Directors and the Operations Committee
• Coordinate, prepare, and distribute meeting agendas of the Chapter and meetings of the Board of Directors
• Attend, actively listen, and take accurate notes at all meetings of the Board of Directors
• Maintain and facilitate approval of all meeting minutes of the Board of Directors according to established parliamentary procedures.
• Prepare and distribute notice of Annual Membership Meeting to all Chapter members at least 45 days in advance of the meeting. Provide non-financial records to members and outside organizations that request information, as approved by the Board of Directors
• Coordinate distribution of all general correspondence for the Chapter
• Provide support for communications to Chapter membership
• Oversee coordination of printed materials (logo items, business cards, etc.)
• Develop and implement succession and transition plan for Secretary

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:
• Knowledge of effective Correspondence Communications
• Knowledge of Document Management
• Ability to coordinate, facilitate, and track meeting and subsequent activities
• Knowledge of Chapter Bylaws and Policies
• Knowledge of Meeting Procedures
• Knowledge of PMI Bylaws and Policies
• Knowledge of Records Retention Requirements

LEADERSHIP SKILLS:
• Active Listening
• Decision-making
• Writing and Verbal Communication
• Time Management

Estimated Volunteer Hours per Month: 15–20
Average Years of Project Management Experience: 10
Average Years of PMI Volunteer Experience: 3

*Customized from respective role description in PMI Chapter Leaders’ Guide: Chapter Volunteer Role Delineation Study (RDS) Results – Third Edition (2017)