It's e secretary's responsibility to schedule meetings, make sure at accurate minutes are kept and follow up wi participants afterd, as needed. It's helpful for e secretary to keep. In order to be effective, e Secretary of e Management Committee should ensure at ey carry out e following activities: Before e Meeting. Consult wi e Chairperson on e order of business for e meeting, and e way in which it should be dealt wi on e agenda. Duties of a secretary. Arrange for e preparation of a Profit and Loss Account and e Annual Balance Sheet of e company and also for its subsidiaries and branches, if any, as per e provisions of e Act, when e financial year of e company is over. 2. 08, · Today’s business climate requires company secretaries to take on increasing duties and responsibilities. 6. Some of e important duties at a secretary performs after a meeting has ended are as follow: From e above points, you can clearly see at a secretary’s job before, during and after meetings is very essential. 02, · Company Secretarial Duties Before Board Meetings e company secretary’s first task is to prepare e prior meeting’s minutes for distribution to e board directors for approval at e upcoming meeting. } He is to prepare e agenda in consultation wi e Chairman and issue notices of e Board Meeting held just before e Annual General Meeting. During e meeting, e secretary sometimes assists e meeting’s chairman by giving him certain important information on certain issues about e meeting. 3. e secretary’s role in any formal group is to be guardian of e process of meetings. ey are usually e person who makes e arrangements for e meetings, including AGMs, and keeps formal records of e group’s process and isions: e minutes of e meeting. is include keeping records of correspondence. is page focuses largely on e formal aspects of e secretary’s role and . , · A secretary will have to write, edit and disseminate information rough presentations, spreadsheets, letters, mails, minutes of e meetings, memos, itineraries, etc. Arranging Meetings. A secretary has to schedule, organize meetings and maintain a record of e agenda, minutes and maintain a follow-up of e tasks. Assist in Small Financial isions. 08, · e secretary of a nonprofit organization plays a critical role in fostering communication and ensuring proper management and utilization of important organizational records. Generally, an organization’s bylaws will set e duties of e secretary, however, duties change from time to time as be assigned by e board. 11, · He or she presides over meetings and makes sure at meetings are conducted in an orderly manner. In e absence of e chairman comes e deputy chairman, who takes over e helms of affairs. Qualities of a good chairman. 24, · In general office positions, secretarial duties involve helping new employees and visitors find eir way around. is includes directing visitors to e people ey came to meet and showing new. e duties of e secretary relating to e statutory meeting are discussed in 3 phases: Before e meeting:. It is e duty of e secretary to keep in mind e time limit prescribed by e Act for holding e statutory meeting. After e Meeting:. He is to prepare e Minutes and get e minutes signed by e Chairman. 2. He is to execute e resolutions passed at e meeting. 3. He is to file a copy of resolutions to e Registrar of Companies. Duty of e Secretary at e Annual General Meeting:. Before e Meeting: 1. e role of e Secretary is to support e Chair in ensuring e smoo functioning of e Management Committee. In sum y, e Secretary is responsible for: Ensuring meetings are effectively organised and minuted Maintaining effective records and administration. Before a Meeting. e chairperson needs to remain ae of all signed documents and financial requirements for e committee. Before a meeting, e chairperson should meet wi e secretary to discuss any matters e meeting will cover. ey should bo go . duties of a secretary before, during and after a meeting e board chair relies on e company secretary as a backup to ensure at e board adheres to all statutory duties under e law, disclosure obligations, listing rule requirements and board compliance issues. is can be done by looking at past minutes of meetings, and also asking e chair what is likely to be discussed. e secretary is responsible for sending out e papers for e meeting. is will include, but is not limited to, e agenda, e minutes of e last meeting, and any . 02, · e secretary should make sure at meeting materials are compliant wi respect to corporate, legal, regulatory, conduct of meeting inside and outside of e meeting. Board Portal softe can help greatly in is respect as it helps you prepare for and hold e board meeting as well as manage follow-up and follow rough activities post meeting. 21, 2009 · An effective secretary can assist e chair in planning, conducting and concluding a meeting. e secretary can take much of e load off e chair, so at e chair can spend his time more effectively and efficiently. e role of e secretary starts before e meeting, continues during and beyond e meeting. e role of e company secretary during an AGM. e Company Secretary should ensure at ere are directional signs designating areas for stakeholders to ensure at observers do not participate or disrupt e meeting. Directors should have time to interact wi shareholders before e start of e formal proceedings of e meeting. During e Meeting:. Arrive early to assist wi meeting set-up and to discuss items of business wi e leaders and o er officers. Remember, you are part of an officer TEAM. 26, · e duties of a secretary before e annual general meeting mainly consist of preparations for e meeting as follows: 1) He has to ascertain whe er e annual accounts of e company have been prepared, audited and certified by e auditors as per e provisions of e Companies Act. 2) Draft e Annual Report of Directors in consultation wi e Chairman. e secretary should, previous to each meeting, for e use of e chairman, make out an order of business, showing in eir exact order what is necessarily to come before e assembly. He should also have, at each meeting, a list of all standing committees, and such special committees as are in existence at e time, as well as e by-laws of. e secretary can now draft e minutes and easily send copies to e members for em to read before e meeting. en members can come to e meeting prepared wi any corrections. You can still read e minutes aloud to e members in e meeting, if you want to, but if time is precious, distribute e draft of e minutes in advance. e secretary role will vary depending on e sector, e size of e employer and e level of e job. However almost all secretarial jobs will involve an element of each of ese listed typical work tasks and duties and will demand core secretarial competencies and skills. ere are many types of meetings and many reasons why meetings be ineffective. For meetings to be effective, participation is required from all ose present. e key skills of interpersonal communication and listening are important. To ensure e success of a meeting, good preparation is essential and e role of e chairperson is paramount. e Role of Secretary e secretary is defined as e person who will take e minutes of meetings, deal wi correspondence and be responsible for e secretary’s end of year report. . Administrative Duties read before e meeting - is can save considerable time. A Basic Guide to Meeting Procedure 5 2.4 e Role of e Secretary General In a meeting at requires of presence of e Secretary General, e fundamental functions or duties performed by e Secretary General are to act as an electoral officer to meeting, to attend all meetings and to keep all relevant documents and records of e meeting. Meetings • Prepare minutes of main and executive subcommittee meetings –An accurate sum y of e isions and conclusions reached –Record all motions and vote counts –Assignments at were made –Note if follow-up action is required –Note time of adjournment, next meeting . 01, 2008 · what are e duties of a secretary during and after e meeting? Answer Save. 2 Answers. Relevance. go8p. Lv 4. 1 ade ago. Favorite Answer. Really depends on e boss. In general, - before e meeting: make sure participants have responded at ey will come, tidy up e room, make sure e room is available, make sure e boss remembers. 03, 2009 · A secretary prepares e agenda of e meeting to be held. Prepare e minutes of e last meeting and distribute it to e attendees of e last meeting. Send e minutes of e last meeting and e agenda as well way in advance before e scheduled meeting and have e documents duly received for e record. 24, · It is not out of place to send meeting reminders to directors a day or two before e meeting. It is e duty of e Company Secretary to arrange a conducive and easily assessable venue. Due regard most be had to e peculiarities of individual Directors (venues wi unwieldy stairways, unevenly elevated floors should be avoided in deference. 26, · Before e meeting, e chairman prepares a schedule and agenda for e meeting. e chairman keeps e meeting focused on agenda items because he has e power to stop e meeting and change e subject of discussion. e chairman evaluates e meeting after it has ended to determine areas at need improvement. 22, · In order to be effective, e Secretary of e Management Committee should ensure at ey carry out e following activities: Before e Meeting Consult wi e Chairperson on e order of business for e meeting, and e way in which it should be dealt wi on e agenda. of e meeting, no fur er isions should be made. Club rules allow partial attendance at meetings and erefore e meeting can continue.. Agenda e agenda is e basis of any meeting and gives direction, structure and purpose to e meeting. e agenda should be drawn up jointly by e chairperson and secretary. Duties Membership Committee Tasks Secretary ..17 Duties Beginning e 4-H Year Preparing for e 4-H Meeting During e 4-H Meeting After e 4-H Meeting You can preside more effectively if you prepare oroughly before e meeting. As President, you . 01, · At meetings, be prepared to refer to minutes of previous meetings, bylaws and e current membership list, if asked. You also be asked to provide blank paper for voting by ballot and to help count a vote. For an association meeting, e secretary presents a board report and moves e adoption of board recommendations. Company Secretary is appointed in public companies as mandatory and some of e cases in private limited company also. One or multiple Company Secretary might be appointed in each company. Many duties and responsibilities are performed by Company Secretary as follows: Prepare board meeting minutes to register a new company.