CAI Kentucky Chapter - Executive Director Job Mission Kansas USA,Administrative/Clerical

Overview

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…


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