Executive Director Job Description & List of Responsibilities Full Time Salary $70 K (Commensurate with experience)
The Chesapeake Promotional Products Association (CPPA) and The Virginia Promotional Products Association (VAPPA) is looking for an executive director (ED) to oversee the daily operations of both organizations. The associations are two separate entities and must be managed accordingly. The ED reports directly to each Board of Directors. The executive director must adhere to the respective by-laws and policies & procedure manuals. The respective boards have to the right to approve policy changes for their individual associations. The ED will be responsible for the following for both associations.
Relationship with Board of Directors The executive director manages the financial and physical aspects of both associations. However, the ED must provide transparency in all matters and include the BOD in all matters of relevance.
Plan and coordinate BOD meetings for both CPPA and VAPPA as regulated by the association bylaws
Coordinate with BOD Presidents and/ or Chair Persons when developing meeting agendas to provide no later than 7 working days prior to the meeting to allow the Board time to prepare and adhere to principles of Knowledge Based Management
In absence of a Board Secretary, ED will type and distribute minutes in a timely matter (best practice within one week of meeting)
Ensure that all meetings stay within the timeframe allotted
Provide periodic updates to both Board if Directors on ongoing topics
Manage annual election processes for both CPPA and VAPPA and annual Board orientations for the newly elected members of each association
Work with existing boards to develop new BOD members and volunteers for both associations
Marketing Strategies The executive director works as the marketing staff to ensure all materials are up to date with information or services for both associations.
Maintain both association websites cppa.biz and vappa.biz
Update both CPPA and VAPPA websites with events, meetings, webinars and membership information, and registration (Wild Apricot)
Reinforce the branding of each association in the industry
Focus on continuity of mission of each association in all association matters
Develop and distribute e-newsletter via e-marketing as determined necessary by both Boards
Ensure that the association logos are used in appropriate references
Develop press releases whenever possible for both CPPA and VAPPA
Membership Development and Retention The executive director is the liaison to all members in each association. The main goal is to serve members delivering benefits and maintaining a good relationship with all.
Facilitate membership renewal strategies every year for both CPPA and VAPPA
Review the results of the strategies and update the Boards with results
Communicate and respond to member and potential member inquiries in a timely manner
Work with Boards / Committees to develop new member benefits for both CPPA and VAPPA
Event Planning The executive director is the primary event planner and contact for all association events. The goal is to deliver a positive experience for attendees and exhibitors.
Coordinate all aspects of CPPA and VAPPA events with collaboration from the BOD and volunteers
Focus on providing well-attended, financially productive events
Plan, Manage and work trade shows (Currently 6 annually)
Schedule, market and communicate Lunch and Learn Programs for both CPPA and VAPPA
Deliver the mission of the associations at events whenever possible
Communicate appropriately with all event attendees about schedule of events
Update both CPPA and VAPPA websites, email reminders to membership, and follow up with vendors & locations
Plan events in a timely manner considering all timelines from print to scheduling with other events in mind
Develop or coordinate development of all materials needed for events (signage, directories, marketing etc)
Financial Responsibility The executive director is responsible to ensure both CPPA and VAPPA are operating within pre-established budgets and maintain clean records.
Work with each Board of Directors to develop annual budgets for each association
Maintain the business accounts with transparency to the BOD
Provide updates to Board and Treasurer to be discussed at board meetings
Reconcile accounts monthly and provide copies to the Board Financial Committee
Maintain daily functions, paying bills, employees, making deposits
Focusing on new revenue streams to increase financial health
Work with accountant to ensure the association is compliant with all federal and state requirements
Maintain association insurance for events and the BOD
Provide regular reports, normally in conjunction with BOD meetings
General The Executive Director will behave in a professional manner that reflects positively on CPPA and VAPPA and will seek board direction/support or intervention when needed and will utilize all resources available including (but not limited to) other industry resources, association best practice content and professional affiliations.
Communicate with members, prospects, vendors and others in a professional and courteous manner
Will divulge any real, potential or the appearance of any conflict of interest related to association member, business or operations
Technology Requirements Both CPPA and VAPPA use a number of different technologies/ programs to maintain association happenings. It is important that the Executive Director be proficient in certain areas. The Executive Director should feel confident in learning new cloud based programs if not yet familiar with those used. These include but are not limited to:
Xero (Cloud based accounting software)
Wild Apricot (VAPPA’s cloud-based Association Management Software) functions as database and web presence
Additional Salary Information: Commensurate with experience
About The Virginia Promotional Products Association
Virginia Promotional Products Association (VAPPA) is a 501(c)6 non-profit trade association formed in 1986 to advance the image of promotional products and their use in Virginia.
Through trade shows, social events and education, VAPPA strives to foster the relationships of suppliers and distributors members to continue to grow the business in the region.