Secretary
Job Description and Responsibilities
The Rotary Youth Exchange Southeast multidistrict Secretary is responsible for managing all the administrative duties to support the Chair, the Vice Chair, and the Officers and Directors team. This includes producing the agendas and meeting minutes for all meetings of the Board of Directors and the Board of Governors, as well as maintaining, publishing and updating regularly the annual calendar of events for the organization on RYESE.org. The Secretary also curates and maintains the historical files and records of the organization, as well as the library of promotional pieces and literature for use by the member districts.
Responsibilities of the Secretary
· Organize, file, and store all historical and current documents for the organization
· Manage agendas, invitations, meeting venues, Zoom facilities for all meetings of the Board of Directors and for the annual meeting of the Board of Governors
· Schedule and announce all board meetings well in advance, to assure full participation, transparency, and quorum to conduct business
· Prepare and distribute in advance all board meeting agendas, and all handouts and support materials
· Record board meetings, draft, publish, and distribute board meeting minutes, and post in the YEAH system
· File our annual corporate registrations for the states of Florida and Georgia
· Maintain the calendar of events on RYESE.org
· Maintain and manage the library of templates, flyers, handbooks, and support materials for the member districts
· Order and distribute business cards for multidistrict leaders, district leaders, and Outbound students in standardized format