Last updated on September 30th, 2026 at 09:48 am
When the treasurer of a Portland neighborhood association asked for proof that members had approved a $5,000 park project, no one could find it. The secretary had never written up the minutes, and the project stalled for months.
The roles of a secretary go far beyond taking notes, since in clubs, nonprofits, boards, and associations the secretary keeps the organization’s memory and much of its daily business running.
As the Portland association learned, a missing record can stop real work. Good secretaries are rarely noticed when things run smoothly, but everyone notices when records go missing.
The role is also an excellent training ground for future leadership.
The sections below explain the secretary’s main duties, what to do before, during, and after meetings, the qualities that make a good secretary, and common mistakes to avoid.
Table of Contents
What Does a Secretary Do?
Under Robert’s Rules of Order, the secretary is the recording officer and custodian of an organization’s records, sometimes called the clerk, recording secretary, or recorder.
In a volunteer group, the role may be unpaid, while in a larger nonprofit or corporation, the board secretary may have formal legal duties under the bylaws.
Either way, the secretary works closely with the chair and serves as the link between officers and members.
The secretary described here is an elected or appointed officer, not an administrative assistant job, though the skills overlap.
Types of Secretaries in Organizations
| Role | Where It Appears | Main Focus |
|---|---|---|
| Recording secretary | Clubs, associations, and committees | Minutes and official records |
| Corresponding secretary | Larger associations | Letters, notices, and outside communication |
| Board or corporate secretary | Nonprofits and companies | Governance, legal filings, and board records |
| Honorary secretary | UK clubs and charities | Unpaid secretary duties for a voluntary body |
Small groups usually combine these into one role, while larger organizations may split them among several officers.
The Main Roles of a Secretary
| Duty | What It Involves |
|---|---|
| Calling meetings | Sending notice of the date, time, place, and agenda in line with the bylaws |
| Preparing the agenda | Drafting the order of business with the chair |
| Taking minutes | Recording decisions, motions, and votes |
| Keeping records | Storing minutes, bylaws, reports, and official correspondence |
| Handling correspondence | Sending and replying to official letters and emails |
| Maintaining the membership roll | Keeping an accurate list of members and their contact details, unless another officer does this |
| Notifying officers | Informing people when they are elected or appointed |
| Writing reports | Preparing the annual report with the chair |
These duties match the list Robert’s Rules sets out for the secretary, which also includes making the bylaws and minutes available at every meeting.
Your own bylaws may add to or change them.
Before the Meeting
1. Send the Notice
Give members written notice by email or letter as far ahead as your bylaws require, including the date, time, location or video link, and agenda.
2. Prepare the Agenda With the Chair
List every item known to be coming up, in the order your organization uses, and attach reports members should read.
3. Gather the Papers
Bring the bylaws, the previous minutes, correspondence to report, and any documents needed for decisions.
4. Check the Logistics
Confirm the room or video link, attendance list, and any equipment, so the meeting can start on time, following the basics in conducting meetings that work.
During the Meeting
Record attendance and confirm a quorum is present before business begins. Read or present the previous minutes for approval, and note any corrections.
Record decisions, the exact wording of motions, who made them, and the outcome of votes, since minutes are a record of what was done, not what was said. If anything is unclear, ask the chair to clarify before the meeting moves on.
Stay neutral, and share personal views only if the chair invites you to.
After the Meeting
Write up the minutes while the meeting is fresh in your mind, ideally within a few days, and send them to the chair to review.
Circulate the draft to members, then present it for approval at the next meeting, when it becomes the official record.
Store the approved minutes safely with the organization’s other records, and follow up on any letters or notices the meeting asked you to send.
The format and wording of minutes are covered in detail in how to take meeting minutes.
Sample Minutes Layout
A simple set of formal minutes might look like this.
Riverside Neighborhood Association, Board Meeting Minutes
Date: April 8, 2026, 7:00 p.m. | Location: Community Center
Present: J. Carter (Chair), M. Liu (Secretary), R. Patel (Treasurer), and four board members. Quorum confirmed.
Previous minutes: Approved as circulated.
Motion: R. Patel moved to approve $5,000 for park benches. Seconded by A. Brooks. Carried 6 to 1.
Action: M. Liu to notify the city parks office by April 15.
Next meeting: May 13, 2026.
Notice that the minutes record decisions, votes, and actions, not every comment made. Read about how to write meeting notes and minutes.
Records and Correspondence
Keep official records organized in one place, ideally a shared cloud folder with clear file names and a backup, so a successor can take over without confusion.
Separate the organization’s email and files from your personal accounts.
Answer official messages promptly, keep copies of what you send, and never mix the group’s money with your own if you handle petty cash.
Handle confidential matters with care, since members’ personal information and private board discussions must not be shared carelessly, a duty rooted in ethics in everyday decisions.
Qualities of a Good Secretary
- Organized: Keeps records tidy and deadlines met.
- Accurate: Records decisions precisely, without adding opinions.
- Discreet: Protects confidential information and avoids gossip.
- Neutral: Stays impartial during debates.
- Reliable: Follows through on every task the meeting assigns.
- Clear communicator: Writes plainly and reads reports aloud so everyone can hear.
Much of the role is behind-the-scenes service, a form of leading without the spotlight.
Common Mistakes Secretaries Make
- Recording who said what in long detail instead of the decisions made.
- Waiting weeks to write up minutes and forgetting key points.
- Adding personal opinions or editorial comments to the record.
- Keeping records on a personal device no one else can access.
- Sending meeting notices too late to meet the bylaws’ requirements.
- Taking decisions on behalf of the group without the chair’s or committee’s approval.
Secretary, Chair, and Treasurer
| Officer | Main Role |
|---|---|
| Chair or President | Leads meetings and represents the organization |
| Secretary | Keeps records, minutes, and correspondence |
| Treasurer | Manages finances and reports on money |
In small groups one person may combine roles, but separating the secretary and treasurer jobs adds a useful check on money. Strong officers together practice shared, accountable leadership.
Handing Over the Role
Secretaries eventually step down, and a smooth handover protects the organization’s memory.
Before leaving, organize all records in a shared folder, write a one-page guide to recurring tasks and deadlines, and transfer passwords and account access securely.
Meet your successor at least once to walk through the files and introduce them to key contacts. A good handover is one of the last and most valuable duties a secretary performs.
Conclusion
The Portland park project stalled not for lack of support, but because no one had written down that members approved it.
A secretary calls meetings, prepares agendas, keeps minutes and records, handles correspondence, and links officers with members.
Done well, the role gives an organization a reliable memory and keeps its decisions moving.
If you are a new secretary, start by reading your bylaws and setting up one organized folder for every record.
Frequently Asked Questions
What are the roles of a secretary in a meeting?
The secretary sends meeting notices, prepares the agenda with the chair, records attendance and decisions, takes minutes, and keeps the official records afterward.
What should a secretary record in the minutes?
Record the date, time, attendees, quorum, approval of previous minutes, the exact wording of motions, who proposed them, and the results of votes.
What qualities make a good secretary?
A good secretary is organized, accurate, discreet, neutral, reliable, and able to write and speak clearly.
Does the secretary vote at meetings?
Usually yes if the secretary is a voting member of the board or committee, but your bylaws have the final say, so always check them.
Pious Clements writes about character, conduct, and the deeper questions of how a life is lived. He is the founder of The Conducts of Life, a site built on the belief that how you behave, not what you achieve, defines who you are. His writing draws from decades of observation, lived experience, and serious thinking about human nature, ethics, and self-development. He writes to be useful, not popular.