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The PMI-VI Chapter Secretary is an elected volunteer responsible for preparing, maintaining, recording, circulating all records, correspondence, minutes of meetings, and related affairs of the chapter. The Secretary is also responsible for the non-financial administration of the chapter’s affairs in collaboration with the PMI-VI Board executive.

Key Responsibilities

  • Maintain custody of the approved bylaws, articles of incorporation, charter agreement and of amendments thereto and board policies, committee charters, and all other non-financial records for the chapter under the authority of the president.
  • Maintain the chapter electronic document repository and manage the Chapter’s asset inventory.
  • Maintain and manage all chapter contracts, service agreements and other similar obligations.
  • Manage and control access to membership registries and individual membership records.
  • Coordinate and distribute board meeting agendas.
  • Record and maintain minutes from monthly and special board meetings
  • Track, document and distribute Board meeting minutes, issues, actions and resolutions of the Officers and other Directors in consultation with the executive.
  • Notify membership not less than the period stated in the chapter bylaws before annual general meetings
    • Circulate board agenda before the meeting to all the members
    • Provide all notifications to the membership, directors, auditors and members of committees
  • Develop and implement succession and transition plan.
  • Additional responsibilities as described in the Strategic Plan, Policy documents and or standard operating procedures.

Length of Appointment

  • A 1 year commitment.

Time Commitment

Approximately 10 to 15 hours per month.

  • Preparing meeting agenda and meeting logistics.
  • Recording meeting minutes and resolutions.
  • Tracking action issues and action items.
  • Participation at bi-monthly chapter dinner meetings including set-up.
  • Correspondence with chapter membership such as responding to inquiries.
  • Maintaining electronic document repository and ensuring internal standards are followed by the board.
  • Managing all chapter commitments with vendors and service providers.
  • Additional project work as assigned by the executive.

Qualifications and Skills

  • Member of PMI-VI in good standing
  • Strong administrative skills and proficiency in office productivity tools
  • Excellent communication skills and proficiency in English language reading and writing
  • Ability and commitment to acquire:
    • Knowledge of the chapter meeting procedures e.g., Roberts Rules
    • Knowledge of the BC Society Act
    • Knowledge of PMI Bylaws and Policies
    • Knowledge of Records Retention requirements
  • Ability to lead and motivate volunteers as required