Officer briefs
Club officers — the seven who hold it together.
From President to Sergeant at Arms — the responsibilities, the rhythms, and the quiet wisdom that keeps a Toastmasters club thriving. Tap any role to expand the full brief.
08 roles · tap to expand
Sourced from Toastmasters International educational materials.
01/
President
Club leadership
Holds the primary leadership role within the club, responsible for setting a supportive and positive tone. Key duties include motivating members, facilitating activities, and arbitrating when necessary. Ultimately accountable for the club's progress and well-being, and expected to make decisions in consultation with fellow officers and members — leading by example and showing respect to all members, even in disagreement.
Responsibilities
Before the meeting
- Check for member recognition: confer with the VP Education to identify members scheduled for special recognition.
- Check for new member inductions: ask the VP Membership if any new members are to be formally inducted.
- Plan the agenda: structure the business portion of the meeting.
- Review procedures: re-familiarise yourself with any necessary parliamentary procedures.
- Prepare for online meetings: coordinate to open the meeting room ahead of time for informal greetings.
Upon arrival at the meeting
- Final agenda review: briefly review the meeting agenda one last time.
- Welcome participants: greet guests and members personally as they arrive.
During the meeting
- Call to order promptly at the scheduled time.
- Welcome guests: formally introduce any guests to the club.
- Provide an overview: briefly explain the planned events and flow for the benefit of guests.
- Introduce the Toastmaster: hand over control to the Toastmaster of the day.
- Conduct club business during the business portion of the meeting.
- Announce next meeting: date, time, and location.
- Share announcements and adjourn on time.
Outside club meetings
- Attend council meetings: attend and vote at Area and District Council meetings on behalf of the club.
- Appoint Audit Committee towards the end of your term.
- Represent at International Convention: attend the Annual Business Meeting to vote, or assign the club's proxy.
- Appoint Leadership Committee to nominate the next slate of officers before the new term begins.
- Lead the Executive Committee: schedule and chair its regular meetings.
02/
Vice President Education
Education programme
Runs the club's learning programme — handling practical work like creating the speech schedule and signing off completed projects, and serving as the go-to person for member questions about educational tracks, speech contests, or the mentoring system. Knows the Toastmasters educational programme inside and out, ensuring every member has the guidance and support they need to succeed.
Responsibilities
Before the meeting
- Review meeting roles: five to seven days before the meeting, review all scheduled role assignments.
- Support the Toastmaster: help confirm assigned members and plan for any necessary substitutions.
- Notify the President of awards: if members are scheduled to receive educational awards, so they can be properly recognised.
Upon arrival at the meeting
- Confirm role-holders have arrived and are ready.
- Fill vacant roles: work with the Toastmaster to find volunteers.
- Engage with guests: ask if they would like to participate (e.g. Table Topics) or just observe.
- Coordinate guest participation: if a guest agrees to speak, inform the Topicsmaster and ask the President to formally introduce guests.
During the meeting
- Recognise achievements: take the lead in formally recognising members when they complete educational levels or milestones.
- Act as deputy: in the absence of the President, preside over the meeting.
- Be the expert: answer member questions about the Toastmasters education programme or speech contests. Research and report back if you don't know.
Outside the meeting
- External representation: attend and cast a vote at Area and District Council meetings.
- Manage digital progress: proactively ask members if anyone is waiting for a level completion to be approved on Base Camp.
03/
Vice President Membership
Growth & recruitment
The primary driver of club growth — responsible for promoting the club and managing the entire process of attracting new guests and converting them into members. Initiates contact with visitors, ensures they feel welcome, monitors current membership levels, and collaborates with the Executive Committee on any membership challenges.
Responsibilities
Before the meeting
- Coordinate inductions: compile a list of new members since the last meeting and arrange an induction ceremony with the President.
- Prepare guest materials: ensure Guest Packets are ready to distribute.
- Conduct outreach: contact former guests who have not yet joined, and reach out to members who have missed recent meetings.
Upon arrival at the meeting
- Create a welcoming atmosphere: greet all guests and members personally.
- Distribute Guest Packets to all visiting guests.
- Be a point of contact for any initial questions guests may have.
After the meeting
- Follow up with guests: answer their questions and explain the benefits of membership.
- Invite guests to join. If they seem hesitant, invite them to the next meeting.
- Assist with applications: help guests correctly complete the Membership Application.
Outside the meeting
- External representation: attend and cast a vote at Area Council meetings.
04/
Vice President Public Relations
Image & comms
Manages the club's external image and communication strategy — promoting the club to the local community by notifying media of its benefits and newsworthy events. Creates and distributes promotional materials, maintains the club's online presence, and safeguards the official Toastmasters brand identity for a consistent, professional public image.
Responsibilities
Before the meeting
- Verify meeting information: theme, time, and location are correct for in-person or virtual.
- Update all channels: ensure information is current and consistent across all platforms.
- Order promotional materials from toastmasters.org/marketing so they are available for members to distribute.
- Channels to keep current: club website, social media, online business directories, club & company newsletters, event calendars, intranet sites.
During the meeting
- Distribute materials: provide promotional materials and encourage members to share at workplaces, schools, or socials.
- Report on PR results: share recent efforts — clippings, social posts, performance metrics.
- Announce new campaigns so members are aware and can offer support.
05/
Secretary
Records & minutes
Manages all club records, files, and official correspondence. Meticulously takes minutes at both club and executive committee meetings. Maintains and distributes the current member roster and ensures the club officer list is up-to-date with Toastmasters International. Handles vital administrative tasks such as ordering supplies and assisting other officers.
Responsibilities
Before the meeting
- Publish previous minutes: post or email last meeting's minutes and notify members they are available to review.
- Prepare business agenda items: list of actions for the President — unfinished business, new correspondence, announcements.
- Order supplies: manage inventory of club supplies (ballots, certificates, stationery) and order as needed.
Upon arrival at the meeting
- Record attendance of all members and guests. For physical meetings, use the club's official Guest Book.
During the meeting
- Manage the official record: be prepared to read the previous minutes, note any amendments approved, and record the current meeting's minutes.
Outside the meeting
- International Convention voting: attend the Annual Business Meeting to cast a vote, or officially assign the club's proxy to another active attending member.
06/
Treasurer
Finance & dues
The club's accountant — manages all finances. Handles the bank account, issues payments approved by the committee, and deposits dues and revenue. Submits member dues to World Headquarters, files necessary tax documents, and maintains accurate financial records. Accuracy and timeliness are absolutely critical.
Responsibilities
Before the meeting
- Prepare financial report as necessary, ready to present during the club meeting.
During the meeting
- Collect payments: membership dues and any other fees.
- Present financials: formally present the club's financial report when on the agenda.
Outside the meeting
- Monthly reconciliation: reconcile bank deposits, expenditures, and cash on hand monthly.
- Manage bills and payments: receive bills and financial correspondence addressed to the club; issue payments as approved by the executive committee.
- Tax compliance (outside U.S.): consult a local tax advisor to ascertain and comply with local regulations.
- End-of-term audit preparation: prepare checkbook register, bank statements, cancelled cheques, cash book, journal, paid bills, deposit slips, and copies of monthly statements for the Audit Committee.
07/
Sergeant at Arms
Logistics & order
Custodian of club property and master of meeting logistics. Manages physical assets like the banner and lectern, prepares the meeting venue (physical and online), and stows equipment after. Secures the meeting space and acts as the main contact for the venue. Maintains perfect order during meetings, contests, and special events.
Responsibilities
Before the meeting
- Confirm venue: confirm the room reservation or verify the online meeting link is accurate and functional.
- Prepare for voting: ensure a plentiful supply of blank ballots, or confirm the agreed online voting method.
- Manage supplies with the Treasurer — stationery, name tags, cleaning supplies.
- Check furniture for physical meetings: chairs, lectern, etc.
Upon arrival (onsite)
- Arrive at least 30 minutes early to prepare the space.
- Arrange the room: set up tables and chairs appropriately.
- Set out materials: lectern, gavel, club banner, timing device, ballots, trophies, ribbons.
- Prepare welcome table: brochures, name tags, Guest Book, club newsletters.
- Check environment: adjust room temperature for comfort.
- Greet guests and ask them to sign the Guest Book; provide a name tag.
Upon arrival (online)
- Technical check: ensure audio is working and set up any required breakout rooms.
- Provide virtual assets: share virtual backgrounds (e.g. Timer backgrounds) for members who need them.
- Share digital materials: post the agenda and other necessary digital documents.
During the meeting
- Welcome latecomers: for physical meetings, sit near the door to greet late arrivals with minimal disruption.
- Prevent interruptions: act as doorkeeper and run any necessary errands.
- Moderate online: for virtual meetings, act as technical moderator and clearly state etiquette.
- Tally votes: collect ballots and tally for the awards presenter.
- Coordinate refreshments if applicable.
After the meeting
- Restore the room to its original configuration.
- Pack and store all club materials in a secure location.
- Final check: ensure all attendees have safely left and rubbish has been disposed of properly.
08/
Immediate Past President
Advisor & mentor
Serves as a key advisor and mentor to the current executive committee, especially the new President. Provides historical context, offers guidance, and ensures a smooth leadership transition. Typically non-voting — but invaluable for navigating challenges and maintaining club best practices. Often chairs the nominating committee.
Responsibilities
Before the meeting
- Act as an advisor: be available to consult on the upcoming agenda, offering insights from past experience.
- Provide context: anticipate items where historical context or clarification on past practices might be required.
- Offer support: check in with the President to offer encouragement and answer last-minute questions.
During the meeting
- Observe and support: attend regularly to provide a sense of continuity. Be ready to clarify procedural or historical matters when invited.
- Maintain a low profile: let the current executive lead; you are a silent resource, not an active debater.
- Assist when asked with ceremonial duties — award presentations, new member inductions.
After the meeting
- Debrief with the President: offer constructive feedback on what went well and supportive advice for challenges.
- Encourage the team with positive reinforcement for their efforts.
Outside the meeting — guidance & mentorship
- Serve as a confidential advisor and sounding board for the President.
- Ensure continuity: help the executive understand the history behind club policies and goals.
- Uphold club standards: provide guidance on the club constitution and bylaws.
Outside the meeting — leadership transition
- Chair the Nominating Committee: your most critical defined duty — assemble and chair the committee responsible for identifying and nominating a complete slate of qualified candidates.
- Promote future leadership: actively encourage members to consider leadership roles.
- Assist with special projects where your historical knowledge is an asset.