One of the best experiences you will ever have as a Toastmaster is when you decide to become a club officer! You’ll learn many new things about leadership, motivating others, and group dynamics – and you’ll have fun doing it!
Each of the officers in a Toastmasters club has certain responsibilities to fulfill in supporting the club and its members. There are several officer positions within each Toastmasters club both to spread the workload fairly and to expand the leadership opportunities for club members.
Filling an officer role does not mean that you are required to do the job alone. Being an officer simply means that you are responsible for ensuring that the job gets done. As an officer, you are allowed – indeed, encouraged – to ask other members of the club to help you fulfill your duties.
Some clubs elect new officers to six-month terms, July 1 through Dec. 31 and Jan. 1 through June 30, while other clubs elect to one-year terms, July 1 through June 30. This usually depends on whether the club meets every week or every two weeks. Although it is not required, most officers elected to six-month terms serve two consecutive terms.
Preparing to Be a Club Officer
One of the most important things to do in preparing for a club officer position is to attend one of the Toastmasters Leadership Institute/Club Officer Training sessions sponsored by the district. (In fact, attending these sessions is one of the goals for helping make your club a Distinguished Club.) Please make every effort to attend training so you can receive the support you need to better serve your club. Visit the District 23 Calendar to find the dates of upcoming Toastmasters Leadership Institutes.
Club Executive Team
Collectively, a club’s officers are refered to as the club’s Executive Team. The club officer positions and their respective responsibilities are listed below:
- President
- Vice President Education
- Vice President Membership
- Vice President Public Relations
- Secretary
- Treasurer
- Sergeant-at-Arms
- Immediate Past President
President
As the person who sets the tone for the club, you are expected to provide helpful, supportive leadership for all of the club’s activities, holding monthly Executive Team meetings and presiding over club business at meetings. In addition, you serve as a backup approval of members; Pathways level completions. It is important to stay current on all new developments via the Leader Letter, the announcements published on the Toastmasters website, and the weekly District 23 Tmail newsletter.
Kick-start your term as Club President!
Vice President Education
As Vice President Education (VPE), you schedule members’ speeches and projects and serve as a resource for questions about education awards, speech contests, and the mentor program. In addition, you serve as the primary approver of members’ Pathways level completions. You are an important source of Toastmasters knowledge for club members, and it is your job to become familiar with all aspects of the Toastmasters education program.
Kick-start your term as Vice President Education!
Vice President Membership
The Vice President Membership (VPM) promotesthe club and manages the process of bringing in guests and transforming them into members. By initiating contact with guests, making them feel welcome, and providing them with the information they need to join, you help maintain a constant influx of new people into your club. You also attentively monitor membership levels and strategize with the rest of the executive committee about how to overcome membership challenges when they occur.
Kick-start your term as Vice President Membership!
Vice President Public Relations
The Vice President Public Relations (VPPR) promotes the club to the local community and notifies the media about the club’s existence and benefits it provides. You promote the club, update club web and social-media content, and safeguard the Toastmasters brand identity. It’s your job to notify the media whenever your club does something newsworthy. As vice president public relations, you’ll find yourself writing news releases, creating and distributing fliers, and maintaining the club’s presence at various key places on the Web and in the community. It is important to stay current on all new developments via the Leader Letter, Toastmaster magazine and the announcements published on the Toastmasters website and social media sites.
Kick-start your term as Vice President Public Relations!
Secretary
As the secretary, you maintain all club records, manage club files, handle club correspondence, and take the minutes at each club and Executive Team meeting. You are also in charge of updating and distributing a roster of the current paid membership and keeping the club officer list current at World Headquarters. In addition, you serve as a backup approver of members’ Pathways level completions. Though some clubs combine the secretary role with the treasurer, it’s best to have a dedicated secretary who can help reduce the workload of the treasurer and occasionally assist the vice president education as well.
Kick-start your term as Club Secretary!
Treasurer
You are the club’s accountant. You manage the club’s bank account, writing checks as approved by the Executive Team and depositing dues and other club revenues. You are also in charge of submitting membership-renewal dues to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club. Though the treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they’re not completed accurately and on time. Stay current on all new developments via the Leader Letter and the announcements published on the Toastmasters website.
Kick-start your term as Club Treasurer!
Sergeant-at-Arms
The Sergeant-at-Arms (SAA) keeps track of the club’s physical property, such as the banner, lectern, timing device, and other meeting materials. You arrive early to prepare the meeting place for members, and you stay late to stow all of the club’s equipment. You are also in charge of the meeting place itself, obtaining a new space when necessary and maintaining contact with the people who allow you to use the space for your club meetings. The SAA also has a role to play during business meetings, speech contests, and other special club events. For example, the SAA escorts potential new members outside of the club’s meeting place while the members vote on admitting them to the club and stands at the door while contestants compete in speech contests to ensure that the speaker is not interrupted by latecomers.
Kick-start your term as Sergeant-At-Arms!
Immediate Past President
The Immediate Past President (IPP) provides advice and counsel as requested by the Club President. You are expected to provide helpful, supportive leadership for all the club’s activities, and you will provide counsel to the other club officers in a manner that is conducive to club success when called upon. You are a member of the Club Executive Committee and can vote on any matter discussed.
