As I wrap up the first year as the VP of Administration, I thought I would look back over the highlights of my job and some of the things I’ve learned in my new role.
Basically, there are two meetings that I am responsible for planning and executing. Those are the Strategic Board meetings (VP’s only) and Quarterly Board meetings (directors and coordinators).
Planning consists of:
Sending out the meeting invite
Securing the location of the meeting
Determining the meal
Creating the agenda
Delivering the agenda and any other documents needed for the meeting
Execution consists of:
Scribing the minutes
Sending the minutes for approval
Uploading the minutes to our document repository
Documents that I maintain:
Board contact list
Board events calendar
I’ve learned that finding a location that has a separate meeting room can take some time. Persistency does pay off as I have been to a variety of places that I would not go to normally. Once the location is secured, sending the agenda and necessary documents beforehand are key to the meeting running smoothly. I believe these tips will help me finish my second year of the term with great success.