You're the organizational hub of the Young Women presidency. Class rosters by age group, activity records, girls camp logistics, budget tracking, and the meeting minutes that keep the presidency aligned. When the administration runs well, leaders spend their energy on the girls — not on paperwork.
Day One
Do These Things First
Meet with the YW President.↗ text her
Ask: What does she most need from a secretary right now? What's the state of the current records? Is there anything time-sensitive I need to know immediately — an upcoming activity, girls camp registration, a stake deadline?
Get the youth roster from the ward clerk.
Every young woman ages 11–17, organized by class: Beehive (11–12), Mia Maid (13–14), Laurel (15–17). Note birthdates — girls turning 11 are aging in from Primary; girls turning 18 are transitioning to Relief Society. Both transitions need active coordination.
Get LCR access. The ward clerk sets this up. LCR holds the most accurate membership records and class assignments. If access takes time, work from a printed roster in the meantime.
Get the activity calendar and girls camp timeline. Know what's planned for the next six to eight weeks. Girls camp in particular requires months of advance logistics — registration deadlines, medical forms, gear lists, payment tracking. Know where the camp planning stands the moment you take the calling.
Meet with the outgoing secretary. Get all existing records — rosters, attendance logs, budget files, camp documents, and any in-progress coordination. A clean handoff protects girls from administrative gaps that no one will notice until it's too late.
Your Role
What the YW Secretary Actually Does
The Young Women Secretary maintains the administrative layer that keeps the YW organization functional. You manage class rosters as girls age through Beehive, Mia Maid, and Laurel — and as they move in and out of the ward. You track attendance, manage the budget, coordinate activity logistics, take presidency meeting minutes, and handle the documentation behind girls camp and stake events.
You attend Sunday classes and weeknight activities. You support the advisors and presidency without duplicating what they're doing. Your job is to make the information available, the records accurate, and the logistics handled so that everyone else can focus on the girls.
The transitions are where girls get lost. A girl aging up from Primary at 11 who doesn't receive a warm introduction to her Beehive class can quietly disappear. A Laurel turning 18 who isn't deliberately handed off to Relief Society often doesn't come back. Your roster tracks these transition dates — and your job is to flag them early so the right people can act.
Weekly & Monthly Rhythm
The Regular Work
Sunday classes
Track attendance for each class — Beehive, Mia Maid, Laurel. Note who's absent and flag any girl who's been absent multiple weeks to the president. The attendance record is your most important weekly output. It's often the first place a pattern shows up before anyone else notices.
Activity nights
Track attendance at weeknight activities. For activities requiring permission slips, transportation coordination, or headcounts for food, manage logistics in advance — not the night of. Confirm details with advisors early enough that problems can be solved before they affect the girls.
Presidency meeting
Take minutes focused on decisions and action items. Who is doing what, by when? Circulate a brief summary after each meeting. The presidency should be able to read it in two minutes and know exactly what was decided and who owns each item.
Budget
Track YW budget spending monthly. Know what's been spent, what's remaining, and what's coming up. The president shouldn't be surprised by budget problems — she won't be if you're keeping the numbers current and raising concerns proactively.
Roster maintenance
Monthly: sync your class roster against LCR. Girls turn 11, 14, and 18 throughout the year; young women move in and out of the ward. A current roster means no girl is in the wrong class on paper while her experience doesn't match what the records say.
Records & Camp
What to Keep and the Biggest Annual Event
Class rosters
Maintain a current list for each class — Beehive, Mia Maid, Laurel — with each girl's name, birthdate, and a parent contact. Know the transition birthdays: 11 (aging in from Primary), 14 (moving to Mia Maid), 18 (aging out to Relief Society). Flag each one at least a month before the transition so the president and advisors can prepare a warm handoff.
Activity log
Keep a running log of each activity: date, type, who attended. This is useful for Ward Council reporting, for identifying patterns in participation, and for ensuring no class is consistently overlooked in activity planning.
Girls Camp
Girls camp is the largest, most logistically complex annual event in the YW organization. The secretary's role is significant:
Track registration for every girl and adult leader attending
Collect and file medical forms and parent permission slips
Coordinate payment tracking with the bishopric or budget administrator
Manage gear lists, transportation assignments, and headcounts
Communicate deadlines clearly to families — well in advance
Keep the YW President and advisors informed of who's registered and what's outstanding
Girls camp logistics start months before camp. Stake registration deadlines are often 6–8 weeks out. Medical form collection takes multiple reminders. A secretary who starts camp coordination in May has a calm June. One who starts in June does not. Know your camp dates and count backward from every deadline.
Stake activities and youth conference
Stake youth events require the same logistics discipline as camp — registration, permission, transportation, headcount — just on a shorter timeline. Keep a calendar of upcoming stake events and ensure the YW President has the information she needs to participate and communicate with families.
Key Contacts
Who You Work With Regularly
YW President
↗ text
Your direct leader. Communicate proactively — attendance gaps, budget concerns, camp logistics, transition dates. A president who trusts her secretary's records can lead with full attention on the girls. Make her confidence in you justified.
YW Counselors
↗ text
You'll coordinate with both counselors on activity logistics, class-specific needs, and any presidencies-level communication. Know what each counselor owns and route the right information to the right person.
Class Advisors
↗ text
The advisors are with the girls every week. For activity logistics — supplies, headcounts, transportation — they're your operational partner. Keep them informed of administrative details that affect their ability to run activities smoothly, and make it easy for them to surface logistics needs to you.
Ward Clerk
↗ text
Source of truth for membership records and LCR access. When a young woman moves in or ages into a new class, the clerk updates the official record — you sync your YW roster. A monthly check-in prevents the roster from drifting out of sync with reality.
YM Secretary
↗ text
For joint activities, youth conference, and co-ed camp events, you'll coordinate with the YM Secretary on logistics — headcounts, transportation, permission slips, and budget. Build a working relationship now so joint-activity coordination is a known process, not an improvised scramble each time.
Stake YW Secretary
↗ text
For stake-level events and camp, the stake YW organization will often communicate directly with ward secretaries on registration, deadlines, and logistics. Know who this is and keep that channel open — missing a stake deadline because of a communication gap reflects on the whole organization.
Quick Notes
Operational Notes
Log your meeting schedule, room numbers, key dates, or anything worth handing off when you're released.