Toastmasters Executive Position Descriptions

This information was taken from the main Toastmaster website.

For detailed info on the roles you can also download the Club Leadership Handbook Here — Toastmasters Club Leadership Handbook [PDF]

President

VP Education

VP Membership

VP Public Relations

Secretary

Treasurer

Sergeant at Arms

 

President


Duties at Meetings:

  • Ensure the meeting starts and ends on time
  • Make sure guests are warmly and enthusiastically welcomed and introduced
  • Allow time before and after the meeting to speak with guests
  • Discuss the Distinguished Club Program (DCP) and the club’s progress and achievements in it
  • Recognize member achievements in Toastmasters and in their personal lives
  • Report on the “Moments of Truth” the club is achieving (Visit www.toastmasters.org/momentsoftruth)

Duties outside of Meetings:

  • Attend district-sponsored club officer training
  • Ensure club officers meet officer and meeting standards
  • Ensure the club meets basic standards
  • Analyze and evaluate your club’s strong and weak areas with the executive committee
  • Oversee the plan to achieve DCP goals
  • Encourage communication and leadership development by promoting CC, AC, CL, and AL awards
  • Ensure the club has an ongoing membershipbuilding program
  • Attend and vote your club’s proxy at district council meetings or authorize a club member to do so
  • Attend the Annual Business Meeting at International Convention and vote your club’s proxy or send an authorized delegate or alternate
  • Oversee administrative operation of the club in compliance with the Club Constitution and Bylaws
  • Maintain relationships with the district and with Toastmasters International
  • Schedule and chair monthly executive committee meetings
  • Arrange for a replacement if unable to attend a club or executive committee meeting
  • Search for leaders, ensure all club offices are filled for the succeeding term and conduct timely elections
  • Prepare your successor for office

VP Education

Duties at Meetings:

  • Ask each new member to be a Table Topics participant at the first meeting after joining. Assign him or her to a meeting role at the third meeting or earlier, and assign the Ice Breaker manual project at the fourth meeting or sooner.
  • Ensure a club member conducts The Successful Club Series programs Evaluate to Motivate, Moments of Truth, Mentoring and Finding New Members for Your Club at least once per year.
  • Monitor club performance quarterly in cooperation with the club president.
  • Initial Speakers’ Project Completion Records and ensure eligible members fill out their award applications.
  • Preside over the meeting when the president is absent.

Duties outside of Meetings:

  • Attend district-sponsored club officer training.
  • Plan club meetings, completing schedules and assignments at least three weeks in advance and confirming each schedule five to seven days before the meeting.
  • Promote participation in the educational program. Get commitment from members to earn the next level of achievement and track their progress toward these awards.
  • Orient new members to the Toastmasters program within two meetings after they join.
  • Assign every new member a mentor.
  • Attend club executive committee meetings and preside when the president is absent.
  • Attend district council meetings and vote the club’s proxy.
  • Vote at international business meetings.
  • Arrange for a replacement if unable to attend a club or executive committee meeting.
  • Prepare successor for office.

VP Membership

Duties at Meetings:

  • Greet guests and have each complete a guest card.
  • Report on current membership, promote membership campaigns and welcome new members.
  • Work with the president and vice president education to ensure each new member is formally inducted at the first meeting after being voted in by the club.
  • Help guests wishing to join complete the membership applications.
  • Speak with fellow members to determine if their needs are being met.

Duties outside of Meetings:

  • Attend district-sponsored club officer training.
  • Conduct ongoing membership building programs and efforts. Promote the goal of one new member per month and, if the club has fewer than 20 members, achieving 20 members by year end or sooner. Promote club and Toastmasters International membership-building programs and conduct a minimum of two formal club membership programs annually.
  • Follow up on and keep track of guests, new members and members not attending meetings.
  • Explain the educational program to all prospective members, get their commitment to join and collect membership applications. Bring the applications to the club for voting and, if the members are accepted, collect dues and fees and give them to the treasurer with the applications.
  • Attend club executive committee meetings.
  • Attend and vote at area council meetings.
  • Arrange for a replacement if unable to attend a club meeting.
  • Prepare your successor for office.

VP Public Relations

Duties at Meetings:

  • Announce upcoming events and programs
  • Gather information for the newsletter or website by asking for story contributions or covering club news
  • Greet members and guests

Duties outside of Meetings:

  • Attend district-sponsored club officer training
  • Protect and publicize the Toastmasters International brand
  • Promote the club to local media
  • Maintain a club website
  • Join a Toastmasters-moderated social networking website
  • Produce and distribute a club newsletter, preferably via email
  • Promote membership programs
  • Attend club executive committee meetings
  • Attend other Toastmasters events
  • Arrange for a replacement if you’re unable to attend a meeting and for assistance if necessary
  • Prepare your successor for office

 

Secretary

Duties at Meetings:

  • Record and read meeting minutes.
  • Greet members and guests.

Duties outside of Meetings:

  • Attend district-sponsored club officer training.
  • Maintain accurate membership roster and give it to treasurer to submit with dues.
  • Submit new club officer list to World Headquarters within 10 days after elections via Web site or mail. Also, submit any changes to club officers immediately to WHQ.
  • Handle general club correspondence.
  • Keep club files, including the club charter, Constitution and Bylaws, minutes, resolutions and correspondence.
  • Attend club executive committee meetings.
  • Arrange for a replacement if unable to attend meetings.
  • Prepare your successor for office.

Treasurer

Duties at Meetings:

  • Receive completed new member applications and dues.
  • Announce when dues are due and explain dues structure.
  • Greet members and guests.

Duties outside of Meetings:

  • Prepare a budget to be approved by the executive committee and membership within one month of taking office.
  • Provide the bank with a new signature card by July 1/January 1.
  • Prepare and send dues statements by August 15/February 15.
  • Collect and pay dues to World Headquarters by October 1 and April 1, and work with the vice president membership to contact members who have not paid dues.Pay Dues Online:
    • Login
    • Go to the Members Site
    • Click on Club Central link on the left-hand side
    • Choose the club you would like to work with
    • Click on Pay Dues
  • Submit new member applications and dues to World Headquarters within 48 hours of receipt. Add new members online.
  • Pay bills as due.
  • Keep records of all financial transactions.
  • Present verbal and written financial reports quarterly (October 15, January 15, April 15 and July 15).
  • Submit club accounts for audit.
  • Attend club executive committee meetings.
  • Attend district-sponsored club officer training.
  • Arrange for a replacement if unable to attend a meeting.
  • Prepare successor for office.

Sergeant at Arms

Duties at Meetings:

  • Arrange the room and equipment at least 10 minutes before the meeting begins. Make sure the lectern is in place, the banner displayed, evaluation forms and ballots distributed, awards, product guide, progress chart and educational material displayed, place cards arranged and name badges available.
  • Greet members and guests and arrange for guests to sit with members.
  • Greet visiting officers and escort them to the club president.
  • Arrange for food service at meal meetings.
  • Ensure the meeting starts on time.
  • Collect ballots and tally votes for awards.

Duties outside of Meetings:

  • Attend district-sponsored club officer training.
  • Schedule the meeting location.
  • Maintain club equipment and check after every meeting to ensure adequate supplies are available.
  • Attend club executive committee meetings.
  • Arrange for a replacement if you are unable to attend a club meeting or if you need assistance.
  • Prepare your successor for office.
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