The role of the Executive Director is first and foremost to aid the chapter in its mission to educate, support, and enhance the performance of local marketing professionals.
Reporting directly to the President of the Board of Directors, the Executive Director is responsible for supporting day-to-day administration and managing event operations and logistics for the chapter. Importantly, this role serves as a key steward of the vision and goals of AMA Chicago.
In addition, the Executive Director brings operational continuity to the chapter year after year. Volunteer board members rotate off the board every year or two, which can create a lack of consistency among standing board committees and adherence to the strategic objectives and mission of AMA Chicago. This is especially true when handing- off/on-boarding from one board member to another does not occur in an orchestrated and timely manner.
The Ideal Candidate
You understand the nuances of managing all volunteer teams and are a savvy influencer of executive volunteers. As both leader and supporter of the Board of Directors, you are able to keep an eye on the details and the vision for the organization. You are expert at being a strong guide as volunteer leaders transition, ensuring fidelity to the organization’s core mission and values. You also seek to make connections externally and are always looking for ways to partner with new people and entities.
With your agile nature and entrepreneurial spirit, you thrive as a “one man show.” Your focused and creative approach to doing more with less means that even with a small team you are able to coordinate and execute big projects. While you are comfortable acting independently, you are a passionate builder of volunteer teams, able to guide and influence them towards achieving the organization’s strategic goals.
In short, you are someone who brings joy and levity while keeping things going and will push the chapter to become the most significant player on the Chicago Marketing scene.
American Marketing Association is an international organization with chapters throughout the United States, Mexico and Canada. AMA Chicago is among the largest chapters, with nearly 1,000 members. Recently, the chapter has worked to strengthen its operational foundation through implementing new policies and processes while also increasing member value by instituting free-for-members programming and other benefits, with more in the works. The chapter is growing and transforming by deepening its value to all stakeholders from members to sponsors to the broader marketing community in Chicago. With the right person as Executive Director guiding the Board of Directors, this momentum will be sustained from year to year.
The Executive Director serves to guide and support the President of the Board of Directors in crafting and executing the vision for AMA Chicago. The Executive Director serves as the critical link between chapter strategy and goals with the work of the Board of Directors by keeping the chapter on a steady course through leadership transitions. This role also serves to represent the chapter at programs and events with a focus on engaging stakeholders (members, board, sponsors and speakers) and deepening relationships to further the chapter’s goals.
This part-time, professional role is a remote opportunity with a very flexible schedule – some morning and evenings required – on a contract basis, an average of 32 hours/week. While this position is remote, successful candidates will live in the Chicagoland area and be available to participate in meetings and programs in person.
Main Responsibilities for the Executive Director:
Serves as non-voting member of the Executive Committee
Provides historical data and institutional knowledge to Board to provide seamless transition from year to year.
Acts as a backup for Program Chair roles during transition when needed
Establishes and maintains relationships with third-party providers, event location contacts, etc.
Signs all chapter contracts with sponsors and vendors
Provides guidance and assistance to Board members, particularly during transition
Prepares and sends all chapter reporting required by the Global Support Center
Coordinates logistics for and attends monthly Board of Directors meetings
Prepares minutes of monthly Board of Director meetings, Executive Committee meetings and specified special meetings as directed and distributes within a timely manner (no more than one week)
Partners with President to distribute monthly board update that includes progress reports from Board VPs for monthly dashboard report-outs
Develops standardized templates and checklists to assist Board VPs in achieving results
Events and Programming
Supports Programming Committee with event content follow-up and event logistics, such as signage, food and beverage arrangements, and event handouts
Oversees staffing of event registration tables and arranges for chapter materials (brochures, membership applications, banners, etc.) to be present at every event
Maintains chapter checkbook and QuickBooks, processes payments, makes deposits, and prepares invoices
Provides a consistent point of contact for Accounts Payable (A/P) and Accounts Receivable (A/R)
Works with the Treasurer to provide reports on fee-based programs revenue and expenses
Provides assistance and guidance with annual budget preparation
Provides financial updates at each Board meeting, including AMA-required financial reports and reserve balance updates
Provides a single point of contact for members, channeling requests to the appropriate committees
Provides customer service and support to members, event attendees, vendors, customers, sponsors, and other colleagues in a professional and courteous fashion
CRM & Assets
Provides a monthly report to AMA Chicago President, including activities and summary of hours
Manages database of members, event attendees, sponsors and prospects via Salesforce along with the Director of CRM, including downloading weekly member roster and uploading to Salesforce
Maintains adequate inventory of chapter giveaways and other supplies
Checks virtual office for mail regularly
Retains files of all chapter documents and submits required documentation, such as meeting minutes and financial reports, to AMA per the AMA schedule
Retains all chapter equipment and assets (projector, name badges, signage, etc.)
Maintains the chapter’s Google Drive, where all historical documents are to be stored
Manages the chapter’s email, website accounts, voicemail and phone and keeps all passwords to chapter assets
Skills & Qualifications:
At least 10 years of proven success in association management, project management or other team-building experience, including working with a board of directors and volunteers to achieve goals
Bachelor’s degree required
Excellent written, verbal and presentation skills
Ability to collaborate with all levels in the organization, from board of directors to functional area managers and volunteer teams
Ability to mentor support teams when needed to ensure smooth running of an event or activity
Strong organizational and project management skills
Good follow-up and attention to detail skills
Strong technical skills, including proficiency with Microsoft Office (required) and experience managing and using SalesForce, MailChimp and Wordpress (preferred)
A passion for marketing, professional development and bringing people together
The following qualifications are preferred:
Previous association management experience
Previous experience working with a volunteer board
Database management skills
Telecommuting is allowed.
Additional Salary Information: 32 hours/week on average contract position - permanent
About AMA Chicago
With Chicago as an epicenter for marketing excellence today and tomorrow, no other organization connects as many marketers with as many opportunities as AMA Chicago.
As a professional chapter of the American Marketing Association and trusted ally in its nationwide network, AMA Chicago stands 81 years strong in its mission to provide opportunities for Chicago marketers to expand their knowledge, improve their skills and grow in their careers through access to leaders in the field and skill building content. AMA Chicago’s vision is to be the most sought-after marketing membership in Chicago.
Our community is unique because challenging “the way it’s always been done” comes naturally, and our innovative ideas always follow with real-world solutions. That’s what we mean by “Answers in Action” – the fusion between scholarly research and managerial relevance found only in the AMA community.