JOB SUMMARY

The Chapter Executive Director (“ED”) is a working position responsible for implementing the Chapter’s mission and goals, directing the daily activities and overall administration of Chapter operations. The ED shall manage, supervise and direct the operations of the Chapter within the authority delegated to the ED by the President, the Executive Committee, and the Board of Directors. The ED must possess highly developed interpersonal communication and negotiation skills and a demonstrated capacity to build and maintain relationships with diverse communities, chapter volunteers and employees, organizations, government, media, and other interested parties. The ED must also be skilled in personnel management and supervision, membership recruitment/retention, marketing, financial management, and creating member value.

KEY RELATIONSHIPS

The ED reports and is accountable to the Chapter Board and will work closely with the Board and its Executive Committee and Chapter President.  The ED will serve as an ambassador of the Chapter and must have positive relationships with both members and potential members of the Chapter.

QUALIFICATIONS

• BA/BS or equivalent combination of education and relevant professional designation(s), e.g., CAE.
• 5 (five) or more years of experience working with nonprofit or membership organizations.
• Excellent leadership skills, strong analytical and problem-solving skills, and both written and verbal communication skills.
• Strong organizational skills in order to handle multiple overlapping events, ability to work under pressure, meet deadlines and must exhibit continuous attention to detail.
• Excellent financial management skills.
• Strong background in developing and evaluating administrative programs.
• Strong background in utilizing technology for daily operations and to improve and grow the Chapter, including application of computer programs; website maintenance and development; social media; and desktop publishing experience. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook and Teams etc.) and QuickBooks is a must.
• Proven experience in strategic planning and implementing the strategic direction of the Board.
• Continuing professional education as approved by the Board.
• Understanding of, and commitment to, the contribution of volunteers, working with volunteer committees, accepting ideas, and maintaining delineation of staff and volunteer roles.
• Excellent customer service skills.
• Management experience is preferred.

MAJOR DUTIES

Corporate Administration

• Safeguard the Chapter’s status as a nonprofit organization, both at the state and federal level, ensuring the Chapter is compliant and up-to-date with applicable laws, fees, reporting and registrations. Prepare and submit Chapter recertification documentation to CAI Headquarters.
• Maintain official records and documents, including all legal documents, tax documents, filings with public agencies, insurance policies, financial reports, minutes of meetings, general correspondence, and historical files, and ensure compliance with federal, state and local regulations.
• Maintain current insurance coverage as recommended to and approved by the Board of Directors.
• Maintain a working knowledge of significant developments and trends in the community association field.
• Manage incoming and outgoing correspondence for the organization.
• Negotiate agreements for products and services with independent contractors and vendors as necessary for the support of organizational programs, within budgeted parameters and with input from the Board of Directors and Executive Committee as appropriate.
• Maintain a current listing of names, mailing addresses, email addresses, and phone numbers for all Board and Committee chairs.
• Prepare and submit annual award applications to CAI in conjunction with Board and/or task force.

Staff Administration

• Maintain an environment that promotes office harmony while overseeing the chapter Finance & Membership Administrator (“FMA”).
• Provide guidance and feedback to Chapter staff on an ongoing basis, including performance reviews, as applicable.

Communications

• Provide Board of Directors with timely communication and prepare monthly board package with staff recommendations and a summary of significant communication for board review.
• Respond to inquiries of Directors, membership and third parties in a timely fashion.
• Provide oversight of Chapter’s website and ensure it is current. Utilize social media to promote Chapter and functions.
• Provide editorial oversight of Chapter publications for timely printing and distribution to membership.
• Proactively identify and implement ways to improve the customer service experience of the members and volunteers.
• Attend CAI National and regional conferences as approved by the Board of Directors.
• Maintain communication and a good working relationship with CAI headquarters staff and CAI Chapter Executive Directors.
• Represent the Chapter both externally and internally.

Financial Management

• Maintain an ongoing understanding of the chapter financial position.
• Work with FMA and various committees to ensure events stay on budget and/or that any changes to event or annual budget are updated as necessary.

Strategic Planning

• Work collaboratively with the Board of Directors in formulating and enacting the strategic plan for the Chapter.
• Working with the Board of Directors and Committee Chairs, ensure that each committee executes its role in accordance with the Chapter’s strategic plan.

Support of Volunteer Work Structure

• Facilitate the efforts of volunteers serving the Chapter, by supporting the work of the Board of Directors, working groups, and individuals charged with Chapter responsibilities as well as administering the necessary documentation and procedures associated with such work. Attend all Board meetings.
• Promote active and broad participation by volunteers in all areas of the Chapter’s work.
• Identify and develop future Chapter leadership. Facilitate the annual Board election process.
• Support the mission, vision and purpose of the Chapter.

Program/Resource Development & Management

• Direct the compilation, editing, production and distribution of information resources, such as the Membership Directory, publications, flyers, website, and research projects/surveys.

Marketing and Fundraising

• Promote and market the Chapter, its services and benefits to members and prospective members.
• Prepare and submit to the Board of Directors on an annual basis a comprehensive Marketing Plan. Coordinate design, publication and distribution of the Marketing Plan announcement. Facilitate participation of business partners. Receive all Marketing Plan payments and allocate to each event/activity as appropriate. Ensure all Marketing Plan payments are received by the Chapter.
• Provide guidance regarding legislative support activities and fund-raising.
• Create and publicize information regarding the activities of the Chapter, its programs and goals.

Event Management

• Compile and update Chapter calendar of events.
• Plan, coordinate and direct major events of the Chapter, including monthly luncheons, while incorporating member input according to the Chapter’s policies and procedures.
• Support member efforts to develop and execute education of the various segments of the membership, including educational programs, CICB-approved courses, , and annual CA Day, and annual Legal & Legislative Update.
• Collect event statistics and provide reporting to the Board of Directors.

Other

• Carry out other responsibilities as may be delegated by the Board of Directors.

Job Requirements

• Physical ability to move moderately heavy boxes and materials.
• Travel to and from offsite meetings and events.
• Availability of own transportation for work use.
• Ability and willingness to work evenings and weekends, as required.