Secretary
Term Length: 2 Years
Purpose
The Secretary serves as the official recordkeeper and administrative coordinator for The Relics. This role ensures that Board meetings, league actions, and official decisions are accurately documented and communicated to the membership. The Secretary helps maintain organizational continuity by managing records, overseeing internal communication processes, and supporting the leadership team in carrying out key administrative functions. The Secretary plays a vital role in preserving transparency, consistency, and institutional memory across the league.
Key Responsibilities
Meeting Administration & Recordkeeping
- Attend all Board meetings and maintain accurate minutes, including motions, votes, decisions, and action items.
- Distribute meeting minutes promptly to the Board for review and approval.
- Maintain an organized archive of past minutes, agendas, and official league documents for historical reference and continuity.
- Assist the Commissioner in preparing meeting agendas when requested.
League Documentation & Organizational Records
- Maintain official league documents, including by-laws, policies, amendments, organizational forms, and committee reports.
- Ensure that updated by-laws and policies are stored securely and made accessible to the Board and membership as appropriate.
- Track important league dates, deadlines, and administrative milestones (e.g., election schedules, registration deadlines, policy review cycles).
- Help prepare or update league templates, forms, notices, and official communications.
Communication & Information Management
- Serve as the central point of contact for distributing official league communications to membership, including notices, updates, rule changes, and meeting announcements.
- Coordinate with the Public Relations Chairman on announcements that require both internal and public communication.
- Send notifications regarding elections, nominations, meeting schedules, and league-wide votes as required by the by-laws.
- Ensure communications are timely, clear, and consistent with league policy and messaging.
Membership Oversight & Administrative Support
- Assist the Registrar in maintaining accurate membership lists by tracking player eligibility, contact information, and emergency contacts as needed for league operations.
- Maintain a confidential master distribution list for official league communications.
- Support the Commissioner and Assistant Commissioner with administrative tasks that help league operations run smoothly.
Elections, Voting & Governance Procedures
- Manage the league’s election communication process, including nomination announcements, candidate communications, and official vote notifications.
- Ensure election procedures follow the by-laws and that voting results are recorded accurately and transparently.
- Maintain records of officer terms, election cycles, and leadership transitions.
Support of League Operations & Committees
- Provide administrative assistance to committee chairs (Entertainment, PR, Division Chairs, etc.) when they need help distributing information or documenting committee recommendations.
- Help the Board maintain continuity by ensuring decisions and policies are documented in clear, retrievable formats.
- Support special events or league initiatives with communication and documentation tasks.
Desired Skills & Qualifications
- Strong written communication skills and attention to detail.
- Highly organized and able to maintain records with structure and consistency.
- Comfortable with email communication tools, document management, and simple spreadsheets.
- Ability to work collaboratively with Board members, committees, and members.
- Reliable, discreet, and able to handle confidential or sensitive information appropriately.
- Previous administrative or secretarial experience helpful but not required.
Time Commitment
- Attend all Board meetings and produce timely minutes.
- Moderate involvement during key administrative periods such as preseason planning, elections, and by-law updates.
- Occasional involvement during in-season operations (communications, documentation, updates).
- Expected to respond promptly to communication or documentation needs from the Board.
Reporting & Accountability
- Reports to and works closely with all members of the Board.
- Responsible for the accuracy and accessibility of official league records.
- Ensures communication and documentation procedures follow the league’s by-laws.
- Provides an end-of-year summary of key actions, decisions, and documented changes.
Why This Role Matters
The Secretary provides structure, clarity, and accountability to the internal workings of The Relics. By ensuring decisions are documented, communications are clear, and records are maintained, the Secretary preserves the league’s institutional memory and helps leadership operate with transparency and efficiency. This role supports every major function of The Relics — making it indispensable to the league’s long-term stability and success.