The Secretary of the club has functions similar to a "Secretary of State" inasmuch that he is a major contributor to the management of the club, the President's "right-hand-man" and a primary source of information about club affairs.

The duties of the Secretary, in no particular order, include:

1) The issuance of invoices for new member joining fees and for semi-annual dues each July and January;

2) The issuance of club membership cards once members have paid their dues;

3) The recording, distribution and archiving of minutes of Director's meetings and other important documents;

4) The printing of all club stationary including letterheads, make-up cards, visitor badges, guest speaker badges, photograph presentation folders, club banners (both cloth and paper) and the visiting Rotarian and Guest registers;

5) Completing and returning Semi-Annual Reports to Rotary International on 1st July and 1st January each year, as well as the pro-rated reports on 1st October and 1st April each year and ensuring that our club records with RI are accurate and up-to-date;

6) Reporting all new members, departed members and change of member details to Rotary International;

7) Reporting the club's attendance to the District Secretary each month (although this task is often delegated to the Attendance Director);

8) Ensuring that the club mailbox is cleared at least once each week and that any mail received is opened and then passed to the correct person in the club, retaining a copy of same for his own records where applicable;

9) Signing of make-up cards for Visiting Rotarians, although this duty can also be performed by any other Director of the club;

10) Sending out of all Notices of Meetings, although this may be arranged in cooperation with the club Bulletin Director;

11) Ensuring that a sufficient supply of popular Rotary materials such as brochures, leaflets, booklets, slide and video presentations, standard Rotary membership cards and other similar items are always available. 

These are readily obtained from Rotary International, and the Secretary should regularly liaise with the Membership Director and the Rotary Information Director in respect of which items are required.

12) Ensuring that the club and the company fully comply with the reporting and other requirements of the Societies Ordinance, the Inland Revenue Department and all other applicable laws of Hong Kong.

13) Advising the District 3450 Secretariat and Rotary International the names and contact details of the President-Elect and Secretary-Elect on conclusion of the club elections each year.

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