Part-Time Executive Director Job Description & List of Responsibilities (30-32 hours) Salary $35K
The Virginia Promotional Products Association’s (VAPPA) executive director (ED), reports directly to the Board of Directors. The executive director has the responsibility of overseeing the daily operations of the organization. The executive director must adhere to both the by-laws and policies & procedures. The board of directors has to the right to approve policy changes.
Relationship with Board of Directors The executive director manages the financial and physical aspects of the company. However, the ED must provide transparency in all matters and include the BOD in all matters of relevance.
Plan and coordinate BOD meetings as regulated by the Association Bylaws
Coordinate with BOD President and/ or chair person when developing meeting agendas to provide no later than 7 working days prior to the meeting to allow the Board time to prepare and adhere to principles of Knowledge Based Management
In absence of Board Secretary, type and distribute minutes in a timely matter (best practice within one week of meeting)
Ensure that all meetings stay within the timeframe allotted
Provide periodic updates to the BOD on ongoing topics
Work with existing board to develop new BOD members and volunteers
Marketing Strategies The executive director works as the marketing staff to ensure the company is up to date on information or services for the association. This includes attending PPAI seminars twice annually.
Maintain the association website
Update website with current events, meetings, webinars and membership information
Create and solidify branding in the industry
Focus on continuity of mission in all projects
Develops and distributes a e-newsletter via e-marketing as determined by the Board
Ensures that the association logo is used in appropriate references
Develops press releases whenever possible
Membership Development and Retention The executive director is the liaison to all members. The main goal is to serve members delivering benefits and maintaining a good relationship with all.
Facilitate a membership renewal strategy every year
Review the results of the strategy and share with the Board
Auditing dues on an annual basis to compare within the industry
Communicate and respond to member and potential member inquiries in a timely manner
Work with Board / Committees to develop new member benefits
Event Planning The executive director is the primary planner and contact for all association events. The goal is to deliver positive experiences for attendees and exhibitors.
Coordinate all aspects of association events with collaboration from the BOD
Focus on providing well-attended, financially productive events
Plan, Manage and work trade shows
Schedule, market and communicate Lunch and Learn Program
Deliver the mission of the association at all events
Communicate appropriately with all event attendees about schedule of events
Update Website, email reminders to membership, and follow up with vendors & locations
Plan events in a timely manner considering all timelines from print to scheduling with other events in mind
Develop all materials needed for events (signage, directories, marketing etc)
Financial Responsibility The executive director is responsible to ensure that the association is operating within pre-established budgets.
Work with Board of Directors to develop annual budgets for approval
Maintain the business accounts with transparency to the BOD
Provide Monthly updates to Board and Treasurer to be discussed at monthly board meetings
Reconcile accounts monthly and provide copies to the Board Financial Committee
Maintain daily functions, paying bills, employees, making deposits
Focusing on new revenue streams to increase financial health
Work with accountant to ensure the association is compliant with all federal and state requirements
Maintain Association insurance for events and the BOD
Provide regular reports, normally in conjunction with BOD meetings
General The Executive Director will behave in a professional manner that reflects positively on the association and will seek board direction/support or intervention when needed and will utilize all resources available including (but not limited to) other industry resources, association best practice content and professional affiliations.
Communicate with members, prospects, vendors and others in a professional and courteous manner
Will utilize all purchased or complimentary tools and resources for the benefit of the association to include software, programs, equipment and training
Will divulge any real, potential or the appearance of any conflict of interest related to association member, business or operations
Technology Requirements The association uses a number of different technologies/ programs to maintain association happenings. It is important that the Executive Director be proficient in certain areas. The Executive Director should feel confident in learning new cloud based programs if not yet familiar with those used. These include but are not limited to:
Xero (Cloud based accounting software)
Wild Apricot (VAPPA’s cloud-based Association Management Software) functions as database and web presence
1099 Position Travel required Telecommute office space not provided
Telecommuting is allowed.
About Virginia Promotional Products Association
Virginia Promotional Products Association (VAPPA) is a 501(c)6 non-profit trade association formed in 1986 to advance the image of promotional products and their use in Virginia.
Through trade shows, social events and education, VAPPA strives to foster the relationships of suppliers and distributors members to continue to grow the business in the region.