The secretary files all documents that are relevant to the meeting. 1. The minutes of a meeting are the written records of business of a meeting. The secretary’s responsibilities may vary from one technical committee to another. Some of these very vital duties include the following: The secretary performs the last part of his or her meeting duties after the meeting has ended. In particular other administrative duties. It is the secretary’s job to ensure that all documents and items that were used during the meeting be sent back to the office where they came from. The secretary picks out the action points in the minutes and sends a message to all people concerned in order that they can take the necessary actions. They should both go over and prepare an agenda for the meeting. He or she is the employee who is in charge of and responsible for the progress of the actual meeting.They take specific actions before, during, and after the meeting to ensure that the meeting reaches its goals successfully. Roles of officers. NOTE: Many people are of the opinion that secretaries are females only. A secretary in Kenya might be required by law to sit i… A Secretary needs to be a responsible individual who is going to be committed and accountable to the Group. A quick overview of the main roles of officers, and a more detailed explanation of the role of the Secretary. Individual main committee officers’ responsibilities are often listed in the bylaws of the committee. A quick overview of the main roles of officers, and a more detailed explanation of the role of the Secretary. Some of these items include thinks like stationary, minutes, files, attendance registers, etc. They run the show, deciding which roles are played, what parts of the script will be filmed, and how actors will deliver their lines. This means giving the required minimum number of days notice and ensuring that the notice includes all the necessary information. To prepare the Statutory Report and obtain the approval of the Directors. All correspondences and reports are read by the secretary to the members or participants of the meeting. Preparing for Meetings. A company Secretary is appointed by the resolution of the board. Before a meeting, the chairperson should meet with the secretary to discuss any matters the meeting will cover. 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Consult with the Chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda. Get a filing cabinet or a briefcase. The secretary is also responsible for reading the minutes of the last meeting. A. This involves activities before, during and after Committee meetings. Now that we have a rudimentary idea of who a secretary is, let us now take a look at the duties of a secretary before a meeting, during a meeting and after a meeting. Meet with the outgoing secretary if possible. Our ideal candidate is self-motivated and has at least one year of experience as a secretary or administrative assistant. Promptly send all correspondence as decided by the Management Committee. Taking meeting minutes is an essential duty of the secretary. Duties of the Company Secretary and Preparing the Meeting “It’s like corralling the cats.” That’s how one former UK company secretary describes managing a board meeting. This involves activities before, during and after Committee meetings. Not just the who, where, and when – but perhaps most importantly the “what”. On this page, we will discuss the power and rights of company secretary. Get a filing cabinet or a briefcase. Before the Meeting: 1. As an AA Group Secretary, your responsibilities can be many and may vary from opening the doors and making coffee to paying rent, cleaning up and closing up after the meeting. This … A company secretary is a high-level officer. Businesses of all sizes employ secretaries to … The Meeting is in Order: First of all, the chairman shall see that the meeting itself is in order and for … The duty of the Secretary at the Statutory Meet­ing can be discussed in terms of his duty before the meeting, at the meeting and after the meeting. The company secretary’s first task is to prepare the prior meeting’s minutes for distribution to the board directors for approval at the upcoming meeting. They are usually the person who makes the arrangements for the meetings, including AGMs, and keeps formal records of the group’s process and decisions: the minutes of the meeting. List the full names of any directors of the Board not in attendance. In smaller companies, it is normal for the company secretary to take on a number of additional duties, in line with their general role of chief administrative officer of the business. In order to be effective, the Secretary of the Management Committee should ensure that they carry out the following activities: In partnership with the Developing Governance Group. Duties of a secretary . In summary, the Secretary is responsible for: Ensuring meetings are effectively organised and minuted Maintaining effective records and administration Upholding the legal requirements of governing documents, charity law, company law etc (where relevant). 2. The Secretary must issue notices and agenda of all meetings of the general body and the committee. However this role should not be confused with the role of an executive secretary, who differs from a personal assistant. Read any important correspondence that has been received; Unless there is a Minutes Secretary, take notes of the meeting, recording the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out. Unless the governing documents provide otherwise, a secretary's duties are as follows: oversee giving notice of board and membership meetings, ensure that minutes of meetings are taken and approved (can use assistant),; sign a copy of the final, approved minutes,; oversee the preparation of the membership list,; file appropriate documents with the Secretary of State, Additionally, the secretary is the one to regulate company elections so that they are conducted according to specified procedures. I participate in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for sites to earn advertising fees by advertising and linking to amazon.com. In this capacity the secretary completes correspondence on behalf of the board and organization, answer and return phone calls and provide personal administrative support to board members when needed. Think of a Meeting Leader’s job as similar to a film director’s. Unless otherwise determined by the Board of Directors, the Secretary shall be responsible for the keeping of the minutes of all meetings of the Board of Directors and the shareholders, in books provided for that purpose, and for the … Gone are the days when a secretary’s job was meant for women only. A secretary schedules meetings, answers calls, arranges meetings, events, accommodation, etc. Company Secretary is appointed in public companies as mandatory and some of the cases in private limited company also. As a matter of fact, these days more and more men are enrolling in secretarial schools to become professional secretaries. For PLCs though, there is reference to categories of qualification as secretary: For 3 of last 5 years has been a secretary Significant onsite discounts apply). Duties of Company Secretary at the meeting: On the day of the meeting, there are several things that the secretary will need to do: Make sure to know who is expected to attend the meeting and a list of attendees is provided to the security guards of the building. Decide what business requires discussion and what requires a decision by the Management Committee; Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared; Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda, minutes of the previous meeting; and. Among the responsibilities of a secretary is to ensure that the company is compliant with many of the official requirements stipulated in the Kenyan law. In case you are excited about the prospect of working at a reception desk, be prepared to enhance the influence on the operations of the organization. The secretary is also responsible for choosing the location and venue for the meeting. They should set up and test any audio, teleconference or video-conferencing equipment, so there … The secretary may delegate some or all of these duties, but responsibility for his or her performance remains with the secretary. The Treasurer has overall responsibility for the organisation’s finances. Record the actual date and time the meeting was called to order, and by whom, after a quorum is verified. The Chair is responsible for the smooth and fair running of the organisation. Some of the important duties that a secretary performs after a meeting has ended are as follow: From the above points, you can clearly see that a secretary’s job before, during and after meetings is very essential. Board Portal software can help greatly in this respect as it helps you prepare for and hold the board meeting as well as manage follow-up and follow through activities post meeting. A company secretary is not allowed to hold office in more than one company. He shall have full powers to direct the Secretary regarding the agenda to be followed in meetings and also to allow or disallow any matter from being taken up in the meeting. The secretary ensures that all members that have attended the meeting sign the attendance register. He points out that tact and sensitivity are key to a company secretary’s success in this aspect of the job. These should be provided by your organization, but if they are not, … The secretary prepares and distributes a notice. 2. The Secretary is crucial to the smooth running of a Management Committee meeting. Not just the who, where, and when – but perhaps most importantly the “what”. He must issue a letter of allotment of flats, prepare and issue demand notices/bills for payment to the Society’s charges, issue a notice of repairs to be carried out in flats. The secretary at a nonprofit organization may be expected to accept charitable donations … The meeting leader is the employee who is responsible for planning, organizing, managing the details about, and inviting the participants to a meeting. Agenda Development. He can debar any member from attending a meeting on account of any disciplinary action … Some of the important duties that a secretary performs after a meeting has ended are as follow: The secretary prepares the minutes of the meeting and submits them to the chairman for approval. Duties of the company secretary and the consequences of breach. Running Board Meetings. structured role-play situation Gaining more advanced minute taking skills using an unstructured role-play exercise eing familiar with the workings of formal meetings, such as Annual General Meetings, and the role of a Secretary at these meetings (Public price per delegate. Everything You Need to Know About Benchtop Jointers, 5 Camping Essentials You Need to Have On Your Next Trip, A Restaurant Owner’s Guide on How to Dispose of Used Cooking Oil (The Right Way! It should help you learn the essential tools needed to successfully operate an A.A. meeting and to answer some of the basic questions you may have about your specific duties and responsibilities as Secretary of your group. Here are some of their critical duties. The secretary makes sure that the location or venue of the meeting is at an appropriate place. 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