PURPOSE: The purpose of the IAE position for the Chapter is to provide a constant business office and location for Chapter information to be disseminated and coordination and compliance of the Chapter Bylaws and Chapter Policies and Procedures. IAE will provide administrative duties as per the following (specific detail per item to follow):
•Attend Chapter meetings as described within this Agreement, update Executive Committee files after EC submissions for monthly reporting. •Coordinate events and meetings with Chapter committee chair(s); •Respond to all forms of communication promptly. Provide requested information to anyone who requests Chapter, committee, and/or IREM National information promptly; •Disseminate all forms of communication to appropriate officers or committee chairs promptly; •Maintain and regularly update Chapter membership database(s); •Comply with all IREM National Rules & Regulations and IREM Indianapolis Chapter 24, Inc. Policies and Procedures and Bylaws; •Serve as the information business office for all Chapter correspondence and information; •Maintain and distribute an annual calendar no later than January 1, 20xx pending timely updates from Committee Chairs. Update the calendar monthly as necessary.
Chapter Meetings, National Conferences, Webinars and Conference Calls: IAE will attend the following meetings and national conferences: •All Executive Council meetings •Annual Dinner meeting •Take Our Future to Lunch Meeting •Breakfast Breaks and all other scheduled meetings •Strategic Planning meeting •Annual Golf Outing •Heroes for the House •Attend all National and/or Regional Conferences and Meetings •Attend and participate on quarterly IAE’s conference calls and IREM National relevant webinars. Present an overview at following Executive Council meeting. •Any additional meetings, conference calls, webinars as determined by Executive Council.
Printing and Mailing: IAE will coordinate and facilitate the printing/copying of all meeting and event collaterals, brochures, flyers, notices, minutes, calendars, documents, letters, invitations, manuals, stationery, new member materials, invoices, etc. for Chapter. At all times, he/she will seek the best possible rates/prices. Said expenses will be incurred and payable by the Chapter.
Storage: IAE will maintain secured storage of Chapter records, documents, collaterals, and information on-site at home office. There will be designated Chapter secured storage cabinets in an area at this facility. All Chapter records will be made available to Chapter Officers upon five (5) business days written notice prior to visiting the home office site. Events: IAE will assist Chapter Officers and/or Committee Chairs in the coordination, facilitation, and execution of Chapter events. At all times, he/she will seek the best possible rates/prices. Said related expenses will be incurred and payable by the Chapter. Events and event responsibilities will include but not limited to:
Preparing, proofing and obtaining prior approval to electronically mail all Chapter event communications. •Preparing, proofing and obtaining prior approval to post all Chapter event communications to Chapter website and/or Chapter Facebook page •Ensuring event communications are mailed/distributed/posted at a minimum of 30 and 15 business days prior to event •Maintaining registration records and providing confirmations •Coordinate as necessary with Committee Chairs meeting spaces, menus, equipment and speakers, presenters and instructor as needed. •Providing at-event registration table, setup and tear-down, door sales and receipts. •Providing all necessary materials/supplies at events (name tags, Chapter promotional and marketing materials, office supplies, etc) •Obtaining supplies from IREM National for educational courses or other events at least fifteen (15) business days prior to event date. •Returning any rental equipment and/or unused supplies to IREM National
Financials: IAE will assist and coordinate with the Chapter Treasurer the related financial duties: •Invoice membership and guests •Obtain approval of invoices. •Input expenses in QuickBooks within one day of expense occurrence. •Input new members in to the QuickBooks database. •Assist Chapter Treasurer with monthly report of income, expenses, receivables, and payables •Assist with budgeting preparation. •IAE has no authorization to sign checks. •IAE will have a debit card issued in his/her name with a $5,000 limit on expenses on the card.
Audit and Taxes: IAE will assist Treasurer and Assistant Treasurer in audit review scheduling and gathering any materials to assist in submission of Chapter Annual Taxes.
PR/Marketing: IAE will provide the Chapter with accurate, professional and timely market research, marketing plan development and implementation after Executive Council review and approval, direct mail/marketing development and implementation, speech writing, media relations, event management, advertising sales, and community and public relations. All such responsibilities are specifically for the purpose of increasing awareness of IREM in the marketplace and increasing and retention of Chapter membership. At all times, he/she will seek the best possible rates/charges. Said charges will be incurred and payable by the Chapter.
Travel: IAE will travel at his/her own expense to the board meetings, annual installation, annual meeting and any other meeting within the regular scope of business. IAE is expected to attend up to three IREM National/Regional Conferences annually and is authorized to use the Chapter Debit Card to pay for IAE travel expenses. The Chapter Officers will determine annually which conferences he/she will be required to attend.
Education: •Assist Education Committee Chair •Course request and scheduling to IREM HQ •Coordinate the scheduling of the 2 Year Fast Track offering •Execute chapter sponsored courses •Promotion of courses through website, social media, e-blasts •Registration and student relations •Order, execute, promote chapter sponsored lunch during class •Close out course collect, pack and send final materials •Instructor relations and assistance
Member Services: •Assist Membership chair in duties •Assist in executing Membership Policy •Meet with potential members/answer questions •Update Quick Reference Guide on minimum of a quarterly basis •Input new members in Quickbooks and Database •Assist Student Outreach Chair with college outreach programs/visits
Miscellaneous: Additional responsibilities include: •Documents, event materials, inventory is stored at no cost to the chapter at the IAE home office location. •IAE shall maintain a phone line, with voicemail, strictly for Chapter use at the home office address and will be reimbursed for this expense. •IAE will maintain a Chapter email address, strictly for Chapter business, at no additional cost to the Chapter. •IAE shall assist Treasurer with QuickBooks software for Chapter financial transactions. Cost to renew software license and purchase upgrades should be presented to Executive Council for approval. •Any additional work outside of this Agreement shall be negotiated between the Chapter and IAE and documented in the monthly Executive Council meeting minutes. •IAE will purchase and provide office supplies at chapter’s expense needed for any/all Chapter meetings and events. •Said fees will be incurred and payable by the Chapter unless otherwise defined. •Work with Social Media Chair to ensure website is properly maintained and reviewed on an ongoing basis. •Provide EC monthly update on activities from past month (Officer and Committee Report Form uploaded to shared files site.
•2+ years association experience as volunteer or executive director •Experience in the association management or real estate management industry •Superior organization skills. •Outstanding sales and leadership skills. •Effective change management and problem solving ability. •Computer literate with advanced skills in MS Word, Excel, and Outlook software. •A competitive spirit: we're the best of the best and want to continue growing our presence in Indianapolis!
Additional Salary Information: Contract amount is an annual salary, there is an annual incentive plan for bonus earnings as well.
About Institute of Real Estate Management - Indianapolis Chapter
IREM Chapter 24 (Indianapolis) is your local resource for the property management industry. Throughout the world, the Institute of Real Estate Management (IREM®) connects real estate managers across all property types, promotes ethical business practices and helps managers maximize the value of investment real estate.
IREM has been a trusted source for knowledge, advocacy and networking for the... real estate management community for more than 77 years.
The local chapter delivers bi-monthly professional education meetings, networking opportunities, CPM candidate mentoring, a job bank with career opportunities, and more.
The Indianapolis IREM Chapter 24 will encourage the advancement of credentialing and educational opportunities, while creating a meaningful membership experience with a focus on ethics, community outreach and professional excellence.