The secretary

• sends out the notice and agenda to all those who are entitled to attend - should be sent out in plenty of time giving members or shareholders time to prepare for the meeting
• secretary arranges a suitable venue ensuring that essential resources as refreshments, audio-visual equipment and seating plans are in order
• inform the meeting of important correspondence and documents received by the organisation
• assumes the role of minute's secretary - involves reading the minutes of the previous meeting and having them approved and then signed by the chairperson - also involves taking notes so that the minutes of the present meeting can be written up accurately later
• assists and advises the chairperson on points of order, information