The Secretary is responsible for maintaining accurate records, managing documentation, and ensuring compliance with reporting requirements, playing a vital role in the organization’s transparency and operational continuity.

Key Responsibilities:

• Attends board meetings and other important meetings, recording accurate and detailed minutes for timely review and approval by the Board.
• Maintains and manages records essential to the Board, ensuring that PYP’s policies and procedures are up-to-date and reviewed regularly.
• Submits annual reports, ensures the processing of Form 990, and obtains and maintains organizational insurance.
• Oversees administrative duties as required to support efficient operations.
• Assists in managing PYP’s systems and accounts, contributing to organizational continuity and efficiency.
• Keeps and updates the organization’s historical records, preserving PYP’s legacy and achievements.
• Manage the secretary@pensacolayp.com email, ensuring timely and effective communication.
• Serves on the 4th of July Fireworks Committee, recording and managing minutes and supporting event planning efforts (if applicable).

The Secretary’s role is essential in ensuring accuracy, compliance, and effective record-keeping for the Board and organization.

Responsibilities of the Board of Directors

The mission of Pensacola Young Professionals is to develop, retain, and connect young professionals to the community and each other. As the highest leadership body of the organization and to satisfy its fiduciary duties, the board is responsible for:

• determining the mission and purposes of the organization
• strategic and organizational planning
• ensuring strong fiduciary oversight and financial management
• fundraising and resource development
• approving and monitoring the organization’s programs and services
• enhancing the organization’s public image
• assessing its own performance as the governing body of the organization

Responsibilities of Individual Board Members

Each individual board member is expected to:

• Know the organization’s mission, policies, programs, and needs
• Faithfully read and understand the organization’s financial statements
• Serve as active advocates and ambassadors for the organization and fully engage in identifying and securing the financial resources and partnerships necessary for the organization to advance its mission
• Help identify personal connections that can benefit the organization’s fundraising and reputational standing, and can influence public policy
• Prepare for, attend, and conscientiously participate in board meetings
• Regularly attend organizational events and provide assistance as needed
• Participate fully in one or more committees
• Attend and participate in all program meetings
• Eagerly communicate with PYP members—new and established—to solicit their ideas and help them become/remain actively engaged in the organization
• Raise any general membership matters at board meetings or to the President or President-Elect when necessary
• Evaluate each event and program at its conclusion and provide feedback for improvement
• Utilize PYP’s Slack channel for regular board communication
• Download and become familiar with GlueUp to assist with attendee check-in as needed.