The Chapter Executive Vice President
When you are elected a chapter Executive Vice President, realize that you are about to take up a position that offers unlimited opportunities for self-development and presents the opportunity of assuming the highest position in the chapter – the Presidency.
This portfolio has a twofold purpose, and is of the utmost importance to both your chapter and yourself. You are the right arm of the President, who relies upon your administrative abilities during your year of office. For you it is a year to learn and understudy the role of chapter President. Who knows – next year you might be that President.
RESPONSIBILITIES
The Executive Vice President has two major responsibilities: To supervise the Vice Presidents and to perform chapter administrative tasks that the President will not have the time to do. Here is a list of some of the responsibilities associated with the office of chapter Executive Vice President. Note from this list the administrative and leadership nature of your office:
- Usually there are two Executive Vice Presidents – one internal, supervising the Individual and Business Vice Presidents, and one external, supervising the Community and International Vice Presidents. Sit with the President and study the structure, the program, the objectives and the timetable for the coming chapter year.
- Obtain from the President your responsibilities and duties. Also secure the names and backgrounds of the Vice Presidents whom you will supervise.
- Hold a special meeting with the Vice Presidents for whom you are responsible and organize your team for the year. Outline their responsibilities and duties, their reporting system to you, dates of further team meetings, and extra objectives and timetables for them.
- Help your Vice Presidents plan their own programs.
- Serve as the main link between the Vice Presidents and the President.
- Participate in the selection and training of the Commission Directors. Be involved in their briefings, supervision and follow-up.
- Report regularly to the President on progress being made in your assigned area of activity, and discuss remedies for problems.
- Accept full responsibility for the successes and failures in your area of responsibility.
- Together with your fellow Executive Vice President, the Immediate Past President, possibly the Secretary and the Treasurer, you join the chapter President in forming the chapter Executive Committee. This Executive Committee has a certain set of responsibilities. Discuss the role of the Executive Committee with the President and other chapter officers involved.
- Be prepared to deputize for the President at any time.
- Set up suitable files for each of the Vice Presidents for whom you are responsible, and maintain a comprehensive filing system for you.
- Learn how to conduct a successful meeting.
- Be aware of the financial status of the chapter. If you are elected chapter President next year, you will inherit whatever financial situation prevails at the time.
RECOMMENDATIONS
- Familiarization. Obtain the Handover Files from your predecessor and read carefully through all the material. Remove all matters not relevant to your new portfolio, and make your own file for the coming year. Discuss your responsibilities with your predecessor (who may be the new chapter President) and with other officers and past officers who can advise you on your overall responsibility.
- Planning. Have a lengthy discussion with your chapter President, who will give you an outline of your area of responsibility. Then have sessions with the Vice Presidents who are initially responsible to you. Help them to establish objectives and a timetable to achieve those objectives.
- Program. Organize your own program and help your Vice Presidents to establish theirs. Have the programs approved by the President and the Executive Committee. Make sure that you and the Vice Presidents, for whom you are responsible, have a personal filing system (in a ring binder, for example).
- Deputizing. Discuss with the President and your fellow Executive Vice President the procedures that will be followed by the Executive Committee when there is a need to deputize for the President at meetings, functions and projects. It is important that the two or more Executive Vice Presidents avoid making this an area for rivalry and thereby weaken the command structure in the absence of the President.
- Supervision. Learn the skill of supervision. As an Executive Vice President, you are the second ranking in the chapter. Therefore, act accordingly.
Keep a watchful eye on the membership. Next year you may be the President, and you will want to lead a healthy chapter. Check the financial situation constantly, because you may inherit the chapter’s financial status in your presidential year.
Be alert for signs of friction and discontentment among the membership. If your President is not enjoying a good year, then, for the sake of the chapter, for the integrity of your position and for the preservation of a good chapter, assist the President in every way possible and help to strengthen the weak areas of his administration.
SUMMARY
The portfolio of Executive Vice President is perhaps the most vital one on the Board of Directors. Many Executive Vice Presidents still do not fully understand the importance of this office. It is the dual responsibility of being the right arm of the President, and, at the same time, assuming the role of understudy for the office of the Presidency.
If you are elected as President in the following year, your preparation will make the transfer of command smooth and efficient.
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