Secretary

This page contains information regarding the role of Secretary of INPS. Please read it carefully before announcing your candidacy for the position.

Roles & Responsibilities

The Secretary is responsible for the formal documentation, communication, and record-keeping of the organization. Key duties are grouped into meeting administration, records management, and procedural governance.

Meeting Administration & Minutes

• Collaborates with the President to prepare and set the agenda for all Executive Committee (EC) and General Body Meetings (GBM).

• Records accurate and complete minutes of all proceedings, tracks any unfinished business, and presents minutes for verification at subsequent meetings.

• Ensures the required quorum is present for all meetings to proceed.

• Distributes approved minutes to the membership and circulates official notices for upcoming meetings in accordance with the Constitution.

Records & Document Management

• Acts as the official custodian for the organization's governing documents, including the Charter and Bylaws.

• Maintains a systematic archive of all official records, such as communications, committee reports, membership rosters, and financial reports.

• Keeps an up-to-date contact directory for all Executive Committee members, collaborators, and sponsors.

Annual Reporting & Compliance

• Prepares a comprehensive annual report detailing the organization's activities throughout the year.

• Ensures that all necessary documents (e.g., agenda, previous minutes, reports, Constitution) are on hand for reference at every meeting.