The secretary's role starts a few days before the meeting, depending upon the bylaws of the organiziation. It may be required to give notice of the meeting before a minimum period of time; for e.g, a general body may require one month notice, a director board 1-2 weeks, a committee meeting 2 days to 1 week and an emergency meeting 24 hours to 48 hours and so on... 1. Discussion with the chair regarding the purpose of the meeting is the first responsibility of the secretary.