[e&i] bod job description

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E&I Club’s Board of Directors Job Description:

1. President (Page 2 – 3)

2. Vice President (Page 4 – 5)

3. Secretary (Page 6 – 7)

4. Treasurer (Page 8 – 9)

5. Director of Business Development (0 – 12)

6. Director of Marketing (Page 12 – 15)

7. Director of Event Management Department (Page 16 – 18)

8. Director of Human Resources (Page 19 – 20)

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Title of Job:

President

Position Description:

President leads the club to achieve the vision and mission

Major Areas of Responsibility:

1. Be the main ambassador and spokesperson of the club

2. Oversee all the departments in E&I club

3. Manage the succession of E&I Club

4. Create growth opportunities for the club

Primary Objectives:

Set the direction of the club towards the vision and mission

Ensure the values of the club to be maintained

Ensure that the operations in the club are well managed

Empower the directors and executive members of the club

Develop a people-oriented club culture

Create future leaders of E&I Club

Grow the club

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Specific Responsibilities of the Job:

1. Be the main ambassador and spokesperson of the club:

o Speak on the stage about the vision, mission, and values of E&I Club whenever

necessary to make sure everyone understands what E&I stands for

o Ensure that everything that E&I Club does is aligned with the vision and mission

by asking the purpose of every activity or action that is going to be done

2. Oversee all the departments in E&I club:

o Listen to the problems and challenges that Directors are facing and give the

suggestions to solve them

o Advise all directors for the activities in the departments

3. Manage the succession of the club:

o Develop potential new leaders in E&I Club

o Plan for the succession and election

o Motivate directors and executive members that are down or not confident

o Share the skills and knowledge that can help in members’ personal development

4. Create growth opportunities for the club:

o Meet with externals and expand the network of E&I Club

o Create collaborations that are aligned with E&I Club’s vision and mission

o Consult with Student Development Hub’s club advisor about the current activity

of E&I Club

o Consult with E&I Club’s Advisors (Alumni) about the problems and challenges that

E&I Club is facing

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Position:

Vice President

Major Area of Responsibility:


2. Assist the President in his planning for the club

3. Be in place as the leader of the club in the absence of the President

4. Oversee the club’s operation

5. Look out for opportunities for the club

Primary Objectives:

Set the direction of the club towards the vision and mission


Ensure that the operations in the club are well managed

Empower the directors and executive members of the club

Develop a people-oriented club culture

Create future leaders of E&I Club

Grow the club

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o Truly understand the vision, mission and purpose of the club

o Represent the club in events

o Knows the purpose and direction of each department

o Able to socialize and network in representing E&I in events and daily life

2. Assist the President in his planning for the club

o Help aligning the activities of the club the vision, mission and purpose of the club with

the President

o Supporting the President in his work

3. Be in place as the leader of the club in the absence of the President

o The Vice President will the acting President when the President is not available for the

club

o Chair and hold meetings on behalf of the President

4. Oversee the club’s operation

o Make sure all the Departments are operating optimally

5. Look out for opportunities for the club

o Network and bring in events that benefits the club and its members

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Title of Job:

Secretary


Secretary supports President by overseeing the meetings in the departments and archiving the

intellectual properties of the club


1. Oversee all the meetings in the departments and club

2. Archive the intellectual properties of E&I Club

3. Share the important learnings that are acquired from projects, events, and meetings to

President, Directors, Assistant Directors, Project Managers, and Executive Members

Primary Objectives:

Support President and Directors to achieve vision and mission of the club


Ensure that the meetings in the club are well managed

Keep track of the attendance rate and frequency of meetings in departments

Ensure E&I Club to utilize the meeting minutes to support future projects and events

Protect intellectual properties of E&I Club

Ensure E&I Club to utilize intellectual properties for growth

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1. Oversee all the meetings in the departments and club:

o Keep track of attendance rate in meetings and report to President

o Keep track of the frequency of meetings and report to President

2. Archive the intellectual properties of E&I Club:

o Meeting Agendas and Meeting Minutes

o Poster and Banner designs

o Contact Details Database (Members, Event Registration, Spartext Database,

Sponsors, Speakers, etc)

o Templates (Meeting Agenda, Meeting Minutes, Sponsorship Letter, Invitation

Letter, Proposal, Post Mortem Report, etc)

o Job Descriptions

o Rules and Regulations from SDH

o Venue booking form

3. Share the important learnings that are acquired from projects, events, and meetings to

President, Directors, Assistant Directors, Project Managers, and Executive Members:

4. Share the intellectual properties that are needed and relevant for the project or person

in charge

o Summarize important learnings and share to everyone to prevent repetition of

mistakes and optimize growth

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Title of Job:

Treasurer


Treasurer supports President by being the person in charge of all money related processes in the

club


1. Prepare quarterly financial statements for President

2. Oversee the budget plan and financial report for each project and event

3. Be responsible for any cash inflow and outflow for club necessities

Primary Objectives:

Support President and Directors to achieve vision and mission of the club


Ensure that the cash inflow and outflow are well managed

Ensure that all projects and events have good Return On Investment (ROI) whether in the

form of money or other values for the members

Minimize operating cost and expenses

Utilize funds for value-driven activities

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1. Prepare quarterly financial statements for President:

o For the terms that start on 1st of September: Every end of November, February,

May, August

o Balance sheet

o Income statement (Profit & Loss report)

o Cash flow statement

2. Oversee the budget plan and financial report for each project and event:

o Work closely with Project Managers during projects and events

o Collect and evaluate budget proposal; Approve or Reject

o Collect and evaluate financial report after project or event is finished

3. Be responsible for any cash inflow and outflow for club necessities:

o Record all cash inflow and outflow in the club

o Collect receipt for every cash outflow claim; No receipt: unable to claim

o Ensure that all expenses are for value-driven activities

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Title of Job:

Director of Business Development


Director of Business Development leads the business development department to achieve goals

that are aligned with vision and mission of the club


1. Be the main ambassador and spokesperson of the department

2. Oversee the business development department

3. Oversee and develop the current business unit: Spartext

4. Create new business units together with the executive members

Primary Objectives:

Set the direction of the business development department towards the vision and

mission


Ensure that the operations in the business development department are well managed

Empower the assistant directors and executive members of the department

Ensure the sustainability of current business unit: Spartext

Improve the system in the current business unit: Spartext

Establish new sustainable business units as platforms for E&I members to learn about

running a business

Produce new initiatives that can grow E&I Club

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1. Be the main ambassador and spokesperson of the department:

o Speak in the meeting about the vision, mission, and values of E&I Club whenever

necessary to make sure everyone understands what E&I stands for

o Ensure that everything that business development department does is aligned

with the vision and mission by asking the purpose of every activity or action that is

going to be done

2. Oversee the business development department:

o Listen to the problems and challenges that Assistant Directors and executive

members are facing and give the suggestions to solve them

o Advise Assistant Directors and executive members for the daily operations in the

department

o Report to President for the activity and any problems that occurred in the

department

3. Oversee and develop the current business unit: Spartext:

o Appoint the Project Manager and Assistant Project Managers for Spartext

o Advise the Project Manager and Assistant Project Managers of Spartext

o Improve the system and Standard Operating Procedures every time necessary

o Ensure the safety of the cash/money in the operations of Spartext

4. Create new business units together with the executive members:

o Appoint the Project Managers for new business units initiatives

o Advise the Project Managers of potential new business units

o Establish new business units that are validated with rules and regulations in

Taylor’s University and ensure the sustainability

o Improve and develop the system of new business units for future E&I members to

execute

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Title of Position

: Director of Marketing

Position

Description

: Holds ultimate responsibility for E&I Club marketing activities.

Major Areas of

Responsibility

1. Be the brand ambassador of E&I Club.

2. Develop marketing department in E&I Club.

3. Assists in E&I Club events in marketing aspects.

Primary

Objectives

To increase awareness of E&I Club among Taylor’s University community

which can be measured via Facebook page likes, through questionnaires/

feedback forms, or other tangible way of measuring within his/her term.

Build E&I Club brand in and out of Taylor’s University by expanding

network with other universities together with Director of Business

Development during his/her term.

Specific

responsibilities

of the position

1. Be the brand ambassador of E&I Club.

Constantly promote E&I Club name and logo as Taylor’s University

well-known brand through both tangible and intangible ways such

as T-shirt, E&I logo stickers or video and presenting him/herself

during internal and external events as the Director of Marketing.

Start with Taylor’s Clubs & Societies Day.

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To create at least one event that highlights E&I Club name and

brand, where the awareness can measured by asking students to

like the Facebook page during his/her term.

2. Develop Marketing department in E&I Club.

To identify the commitment of Marketing Executives measured

based on the participation and responsiveness of executives during

his/her term.

To develop the executives in terms of creative writing, designing,

selling skills, managing social media and website, and/or other

necessary skills which can be measured by tangible results like

updates on Facebook, posters and other designs, number of sales

(build confidence in members by motivating them). Can be done

through workshops.

To guide and direct managers under Marketing Department (Sales,

Creative and Internal Communication and Technology):-

o Manager of Sales:

Compile and update all timetables from different

schools for lecture bashing purposes as soon as

possible.

Lead sales activities on many events and identify

what ‘product’ or ‘services’ that you are trying to sell

(E&I Club during Club & Societies Day/ Event

promotion). Have the capability in creative writing as

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well (attractive ways to attract potential participants

in terms of using the right words).

Establishes and manages effective programs to

coach, appraise and train sales executives to be E&I

brand ambassador.

o Manager of Creative:

Equipped him/herself with Photoshop skills.

Lead designing team in preparing all sorts of

designing materials – posters, flyers, buntings,

signage (Make sure all compulsory details are

included into the printing material. Can be refer to:

http://tustudentdevelopment.wordpress.com/clubs

societies-resources/poster-bunting-banner-signage-

design/

“Guardian” of E&I Club logo as it is illustrated in all

printing material, so this position act as the brand

ambassador as well.

Establishes and manages effective Photoshop

workshops to coach, appraise and train creative

designers.

o Manager of Internal Communication & Technology

Manages the social media and website (must have

basic knowledge on maintaining website) by

http://tustudentdevelopment.wordpress.com/clubssocieties-resources/poster-bunting-banner-signage-design/



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constantly updating the pages to gain awareness

among Taylor’s University communities (make

research and try new strategies to capture attention)

as well as approving ONLY the related and beneficial

contents on Facebook page.

Important to equip him/herself the happening in E&I

Club so that s/he able to update E&I Facebook page.

3. Assists in E&I Club events in marketing aspects.

Responsible in identifying executives from different sub-

departments (Creative, Sales and Internal Communication and

Technology) to come out with marketing materials including

posters, banners, merchandises and work hand-in-hand with the

Logistic Team or Event Management Department to set up a

promotional booth as well as constant updates regarding event in

Facebook and websites.

Specifically on The E&I Conference, may refer to the SOP provided.

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Title of Job:

Director of Event Management


In charge of overseeing, coordinating, scheduling and micromanaging all E&I events


1. Responsible for organizing and coordinating all events run under E&I club

2. Liaise with President and other BOD members to create new events for E&I club

3. Maintain an overview of what the event will be like and ensure all efforts by the

managers and the executive members are on par with meeting expected vision of the

event

Primary Objectives:

Lead the event management department towards the vision and mission of the club


Ensure that the events of the club are well managed

Ensure E&I Club to be able to meet the KPI of events to be nominated as the best club at

Taylor’s University

Advise and guide project managers of events

Increase the contacts database of E&I Club for speakers and sponsors

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1. Organizing and coordinating events

o Ensure all members involved in the event planning are aware of what specific

tasks are needed to be accomplished by them

o Create a timeline for all tasks that need to be completed in order for event to run

properly and ensure all members meet all deadlines.

a. Timing, timing, timing. Time management is one of the most important

aspects of Event Management

o Have a thorough understanding of how to accomplish all tasks assigned in the

event in order to be able to teach other members how to accomplish tasks if

necessary

o Make sure all members have adequate support from other members to help

accomplish their tasks.

a. NEVER let one person to be in charge of a task alone without a supporting

system of members who are helping.

2. Creating new event

o Listen to feedback from E&I members, Taylor’s students and other people in

order to understand what kinds of events or information/event that students are

craving to learn about or to attend

o Work with other BOD members to brainstorm new events or even ways that

current events can be improved upon

3. Maintain “big picture” view of event

o Coordinate efforts by all managers and OC members to ensure that all tasks are

completed according to the overview of the event

o Maintain focus of all members to the tasks set for them

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o Always have a plan B, plan C and even a plan D in case plan A does not go

according to plan

o Ensure that all event efforts are in line with E&I’s vision and goals

4. Provide support for all members

a. Provide a pillar of support to all members involved in E&I events

b. Be ready to schedule event efforts around members schedules.

i. Remember that E&I events should be secondary to other essential events

that E&I members have (studying, classes, group discussions, etc) and it’s

unfair to ask them to drop everything to help with E&I events

c. Act as mentor for new members who are assigned tasks that they are not familiar

with

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Position:

Director of Human Resources


Lead the Human Resources Department to focus on recruitment, retention, and development of

E&I members.

Major Area of Responsibility:

1. Be the main ambassador and spokesperson of the department and the club. 2.

Oversee the Human Resource Department

3. Oversee and manage recruitment drives in E&I

4. Help develop members and groom talents in E&I

5. Foster and strengthen club structure

6. Setting the purpose of Human Resource Department

Purpose (Primary Objectives) of HR Department:

1. Recruiting

2. Engaging

3. Developing

Code [RED]

[R]

-Design recruiting process that can help the to attract the right people and also to make the right

choice when choosing new members

[E]

-Engage members in areas where HR is needed, which includes recruiting and development and

member relations issues. Other areas of engagement will include creating a healthy and fun

culture in E&I for members to work in.

[D]

-Develop members in order for them to grow and be potential successor of the club in the

future. Development areas and directions are planned by the Director of HR

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1. Be the main ambassador and spokesperson of the department and the club

o Truly understands the club’s vision, mission and purpose

o Truly understands the department’s purpose

o Knows the purpose and direction of each department

o Able to socialize and network in representing E&I in events and daily life

2. Oversee the HR Department

o Work hand in hand with the Assistant Director of HR Department

o Be responsible for decisions made in HR Department

o Report to the President for issues that concern the club

3. Oversee and manage recruitment drives in E&I

o Make sure all recruitment drives meet purpose and KPI set

o Plan the purpose of recruitment drives with President and other Directors for the club’s

need

4. Develop and groom members in E&I

o Carefully plan for the growth and development of members in E&I

o Seek for opportunities either from within and outside of the club that enable members to

grow

o Foster and strengthen club structure

Create a healthy and fun culture in E&I

o Sustain any favourable culture and innovate new culture if needed

[e&i] bod job description

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