Chapter Executive Director

This is a part-time position (approximately 20 hours per week).
There is no office, so the majority of the time work will be done in your location. This does include local area travel as needed for meetings and events.

This is a 1099 Contractor Position. No additional benefits are provided.

Please include salary requirements in your cover letter.

Basic Functions:

• To provide assistance to the Board of Directors and Committees.
• To provide administrative and clerical support as required by the Board of Directors.

Authority:

The Executive Director shall report directly to the Board of Directors through the President/President-elect.

Duties and Responsibilities:

General Office Support

• Maintain office (in home/remotely).
• Receive/obtain mail and distribute as appropriate
• Answer and respond to all phone calls and correspondence within 24 hours and refer as appropriate.
• Compile and maintain a current calendar of chapter Post on website.
• Prepare chapter re-certification package and submit it to National CAI office annually by Jan. 31.
• Maintain a current listing of names, addresses, email addresses and phone numbers of Board members and Committee members.
• Facilitate and maintain regular communication with President/President-elect
• Initiate creation and maintenance of digital files, accessible to Board members as designated for current and historical chapter files.
• Order publications from CAI as requested
• Other duties as assigned by the Chapter Board of Directors

Chapter Membership Functions

• Distribute member packets to new members and recruitment materials to prospective members.
• Maintain current membership information (i.e. name, affiliation/business, mailing address, telephone, email address, membership category, membership number, date of membership expiration) in electronic/digital format
• Send member-retention communications from chapter to expiring members.
• Research, create and maintain a prospective members list.
• Initiate strategies to recruit new members and retain current members.
• Send “blast email” communications/social media postings to the membership as necessary.
• Encourage chapter membership “likes/pushes” on social media postings.
• Promote upcoming chapter educational meetings and other events with scheduled email reminders/social media postings.

Board Meetings Support

• Attend each board meeting (monthly and called) either in person or ZOOM.
• Coordinate location/space, date and time, set up Zoom schedule and communicate to Board members.
• Prepare Board packets (meeting agenda, minutes of previous Board meeting, financial report, executive director’s report, committee reports, and other meeting materials) and distribute within a minimum of 48 hours prior to scheduled Board meeting.

Financial Support of Chapter

• Working in collaboration with the Treasurer, ensure monthly bookkeeping entries are made to accounting system, financial reports are created, and financial reports are sent to the Board for review and approval.
• Facilitate chapter administrative financial functions with the Treasurer, such as making bank deposits, processing member event and sponsorship payments, and providing supporting documents for financial transactions.
• Facilitate Review of Chapter financials by independent auditor per CAI National requirements for re-certification (once every three years).
• Prepare and comply with submission of regulatory requirements, including filing reports with the Secretary of State, in conjunction with the President and Treasurer

Chapter Educational Meetings and other Chapter Events

• Attend in person and support activities at bi-monthly chapter educational meetings.
• Work with site contact to identify appropriate meeting room or space and setup based on registration. Finalize menu if applicable, including special dietary requirements for attendees.
• Collaborate with the chapter member assigned the responsibility for each chapter program to ensure speakers and details are finalized.
• Create pre-event checklists including timeline and assignment of responsibilities to ensure completion of tasks as needed.
• Create website registration pages for each chapter educational luncheon and other chapter events.
• Process registrations in a timely manner to provide the current registration list at each meeting. Prepare name tags for meeting registrants.
• Prepare “informational placemats” for each meeting.
• Prepare any necessary handouts, power point slides, or other materials for meetings
• Assist with event planning by securing location, date, and marketing.10.
• Execute contracts in collaboration with President/Board.

Newsletter/Chapter Quarterly Magazine (The Neighborly)

• Contribute/coordinate articles for the newsletter (4 times a year).
• Work with designated Board members/communications committee to compose the quarterly magazine with identified themes.
• Solicit articles for publication from Members and Sponsors according to guidelines
• Compile and layout the quarterly magazine for publication and distribution to membership.

Website & Social Media

• Maintain current information and update website ensuring accuracy.
• Archive old materials and maintain in accessible location or discard as necessary
• Post the quarterly publication on the website
• Maintain CAI-KY chapter’s presence with regular postings on Facebook and other relevant social media sites (Linked-In).
• Post and promote chapter educational meetings and other events regularly, and creatively promote relevant acknowledgements for designated days, e.g. International Community Association Managers Day, National Volunteer Day, and CAI publications

Sponsors

• Maintain spreadsheet of Sponsors ensuring accuracy of benefits by category and benefits used.
• Collaborate with annual Showcase chairperson/committee, assisting in planning and implementing associated tasks.
• Identify relevant vendors for chapter membership/chapter sponsorship

Miscellaneous

• Monitor Chapter insurance renewal and work with the Board and insurance agent to ensure appropriate coverages are in place.
• Attend CAI National Conferences (if feasible)
• Act as liaison between CAI National and Kentucky Chapter.
• Communicate with neighboring local CAI chapters.
• Interface with and facilitate communication from KY-LAC to CAI-KY Board/Chapter
• Maintain current information and update website ensuring accuracy.
• Archive old materials and maintain in accessible location or discard as necessary
• Post the quarterly publication on the website
• Maintain CAI-KY chapter’s presence with regular postings on Facebook and other relevant social media sites (Linked-In).
• Post and promote chapter educational meetings and other events regularly, and creatively promote relevant acknowledgements for designated days, e.g. International Community Association Managers Day, National Volunteer Day, and CAI publications

Required Proficiency:

• Microsoft Office Suite (Word, Excel, Power Point, Presentation, Outlook, etc.)
• ZOOM
• Wild Apricot
• Google Docs

Provide personal laptop for use at chapter events.

Highly Desired:

• Proficient with Canva
• Demonstrate a basic knowledge of financial reporting/bookkeeping
• Google Products
• Wild Apricot
• Adobe

Orientation & Training: To be arranged based on individual circumstances.

Job Types: Part-time, Contract

Pay: $18,000.00 per year

Work Location: Hybrid remote in Louisville, KY 40232