Odette Commerce Society 2012-2013 Structure
President
Faculty Advisor
Vice President of
Marketing
Director of
Human
Resources
*Executive Vice
President
Vice President of
Internal/External
Affairs
Vice President of
Finance
Vice President of
Corporate
Relations
Web Coordinator
Project Manager
of Internal
Events
Budget
Coordinator of
Expenditures
Sponsorship
Coordinator
Graphic Designer
Project Manager
of Academic
Affairs
Budget
Coordinator of
Sponsorships
Sponsorship
Coordinator
Social Media
Coordinator
Project Manager
of Philanthropy
1st Year
Representative
Project Manager
of External
Events
2nd Year
Representative
3rd Year
Representative
4th Year
Representative
International
Representative
Public Relations
Coordinator
Odette Commerce Society 2012-2013 Structure
Executive Vice President
*The Executive Vice President is one of the executive members who is hired by the President
and the past president before the hiring of any other VP’s to have executive status and is
responsible for:
 Talking on the duties listed below in addition to their respective VP role
 Taking over the role of President should the President be unable to fulfill hers or his
duties
 Assisting the President in the hiring process, performance evaluations, office schedule,
and in making important decisions.
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Marketing Portfolio
VP Marketing
VP Marketing is an executive position and is responsible for:
 Leading all coordinators in the marketing portfolio.
 Leading coordinators includes assigning tasks and deadlines for promotions, social
media, graphics, etc. to market all events held by the Commerce Society.
 Working with event planner to properly develop a marketing strategy for every event.
 Communicating the marketing plan to the marketing team and bringing the plan to the
executive
 Holding meetings with the marketing team as needed (weekly/ bi-weekly, etc.).
 Attending weekly executive meetings vote on motions proposed to the executive team
and help the executive team make strategic decisions for the Commerce Society.
 Executives are also required to attend faculty council meetings on the last Friday morning
of every month.
 Executives are required to attend all Commerce Society events unless there is a valid
reason for an absence (illness, out of town, work, class, family emergency).
 Approximate time commitment of 10 hours per week
Web Coordinator
The web coordinator is part of the marketing team and is responsible for
 Maintaining the Odette Commerce Society website which includes uploading pictures
from all events, updating content (executive information, club information, etc.).
 Reporting to the VP Marketing and adhering to all deadlines for updating the website.
 Attending meetings held by the VP Marketing and monthly full council meetings.
 **The Web Coordinator must be highly skilled with computer technology and be able to
quickly and accurately update the website
 KNOWLEDGE IN WORDPRESS IS HIGHLY RECOMMENDED
Graphic Designer
The graphic designer is part of the marketing team and is responsible for:
 Creating all computerized posters, handouts, and flyers
 Meeting all deadlines outlined by the VP Marketing
 Attending all meetings held by the VP Marketing and monthly full council meetings.
 **The graphic designer MUST BE SKILLED IN PHOTOSHOP
Odette Commerce Society 2012-2013 Structure
Social Media Coordinator
The Social Media coordinator is responsible for:
 Monitoring and updating the Commerce Twitter, YouTube and Facebook accounts on a
daily basis with posts about events, what’s going on in Odette and etc.
 Independently adding relevant news updates or interesting articles relating to business,
etc.
 Reporting to the VP Marketing and is responsible for attending meetings held by the VP
Marketing and monthly full council meetings.
Year/ International Reps
All year reps and the international rep are part of the marketing team and responsible for:
 Making classroom announcements about Commerce Society events and updates as well
as helping promote events to students in Odette.
 Creating new and innovative ideas to help promote and advertise commerce Society
events
 Representing students and assisting in issues and redirecting them as needed
 Reporting to the VP Marketing and attending meetings held by the VP Marketing as well
as monthly full council meetings.
Internal Portfolio
Vice President of Internal Affairs and Human Resources
The Vice President of Internal Affairs is an Executive position and is responsible for:
 Running and leading all events held within the Odette School of Business
 Events such as, free coffee days, holiday themed days/weeks, Richard Peddie Debates,
etc.
 Holding meetings with the Internal team as needed (weekly/ bi-weekly, etc.).
 Attending weekly executive meetings, vote on motions proposed to the executive team,
and help the executive team make strategic decisions for the Commerce Society.
Executives are also required to attend faculty council meetings on the last Friday morning
of every month and attend all Commerce Society events unless there is a valid reason for
an absence (illness, out of town, work, class, family emergency).
Project Manager of Internal Events
The project manager of Internal Events reports to the VP of Internal Affairs and is responsible
for:
 Planning and aiding the VP of Internal Affairs in all event and ongoing projects
 Events such as: frost week, free pizza, holiday theme days, etc.
 Attending all meetings held by the VP of Internal Affairs as well as monthly full council
meetings.
Project Manager of Academic Affairs
The project manager of academic is part of the Internal Affairs and is responsible for:
 Organizing all networking events, case competitions and professional development
events with the VP of Internal Affairs.
Odette Commerce Society 2012-2013 Structure
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Events such as: Richard Peddie Debates, case competitions, academic speakers, etc.
Independently seeking new ideas to engage the students of Odette in events intended to
enhance the academic experience
Attending all meetings held by the VP of Internal Affairs as well as monthly full council
meetings.
Administrative Coordinator
The administrative coordinator is part of the internal portfolio and is responsible for:
 Taking meeting minutes during all executive and full council meetings.
 Keeping records of all signed contracts and all membership information.
 Assisting in scheduling of meeting and interviews as needed
 Attending all meetings held by the VP of Internal Affairs as well as monthly full council
meetings.
External Portfolio
VP of External Affairs
The Vice President of External Affairs is an Executive position and is responsible for:
 Running and leading all events held outside the Odette School of Business and within the
community
 Holding meetings with the internal team as needed (weekly/ bi-weekly, etc.).
 Attending weekly executive meetings, vote on motions proposed to the executive team,
and help the executive team make strategic decisions for the Commerce Society.
Executives are also required to attend faculty council meetings on the last Friday morning
of every month and attend all Commerce Society events unless there is a valid reason for
an absence (illness, out of town, work, class, family emergency).
Project Manager of External Events
The project manager of External Events reports to the VP of External Affairs and is responsible
for:
 Planning and aiding the VP of External Affairs in all event and ongoing projects
 Events such as: Bar nights, Undergrad gala, etc.
 Attending all meetings held by the VP of External Affairs as well as monthly full council
meetings.
Project Manager of Philanthropy
The project manager of philanthropy reports to the VP of External Affairs and is responsible for:
 Planning and aiding the VP of External Affairs in all event and ongoing projects
 Events such as: can drive, Movember, etc.
 Independently seeking out new projects to engage the students of Odette in philanthropic
work
 Attending all meetings held by the VP of External Affairs as well as monthly full council
meetings.
Finance Portfolio
Odette Commerce Society 2012-2013 Structure
VP Finance
The Vice President of Finance is an executive position and is responsible for:
 Leading the finance portfolio and ensuring the Commerce Society’s bank account is
properly managed by receiving and reviewing financial statements sent by the UWSA
and communicating with VPFO from the UWSA to make sure all cheques are processed
and sent to the appropriate individuals.
 Signing authority on all cheques.
 Making annual and monthly budgets and projections for the Commerce Society.
 Attending weekly executive meetings, vote on motions proposed to the executive team
and help the executive team make strategic decisions for the Commerce Society.
Executives are also required to attend faculty council meetings on the last Friday morning
of every month. Executives are required to attend all Commerce Society events unless
there is a valid reason for an absence (illness, out of town, work, class, family
emergency).
Budget Coordinator of Expenditures
The budget coordinator is part of the finance portfolio and is responsible for:
 Keeping records of all money spent by the Commerce Society and advises the VP
Finance of how much money is has been used throughout the year and for what purpose.
 Attending all meetings held by the VP Finance and all monthly full council meetings
Budget Coordinator of Sponsorship
The budget coordinator of sponsorship is part of the finance portfolio and is responsible for:
 Keeping records of all money received through corporate sponsorship and donations.
 Attending all meetings held by the VP Finance and all monthly full council meetings.
Corporate Relations Portfolio
VP of Corporate Relations
The Vice President of Corporate Relations is an executive position and is responsible for:
 Maintaining all relationships with parties outside of the Odette School of Business and
actively seeking new sponsorships
 Ensuring the sponsorship package is up to date and that potential sponsors are
approached.
 Making sure all corporate partnerships are well maintained and accommodated (ex- thank
you cards, free gala tickets, publicity and etc.).
 Attending weekly executive meetings, vote on motions proposed to the executive team
and help the executive team make strategic decisions for the Commerce Society.
Executives are also required to attend faculty council meetings on the last Friday morning
of every month. Executives are required to attend all Commerce Society events unless
there is a valid reason for an absence (illness, out of town, work, class, family
emergency).
Sponsorship Coordinator
The Sponsorship Manager is part of the corporate relations portfolio and is responsible for:
Odette Commerce Society 2012-2013 Structure
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Managing current sponsors and ensuring they have received what they were promise
Keeping a record of all approached company’s and detailing the experience
Updating the sponsorship package and along with the VP of Corporate Relations
Actively seeking corporate sponsorship.
Attending all meetings held by the VP External as well as monthly full council meetings.
Public Relations Coordinator
The public relations coordinator is part of the Corporate Relations portfolio and is responsible
for:
 Contacting all media outlets to publicize the Odette Commerce Society events and
initiatives to the public (ex- A Channel, Windsor Star, Community Calendar, Radio
Stations, The Lance and etc.).
 Writing stories about the Commerce Society events for the Odette website and the OCS
website.
 The public relations coordinator is responsible for attending all meetings held by the VP
of Corporate Relations as well as monthly full council meetings.
New Structure:
6 Executive members
20 council members
1 Faculty Advisor