Position Objectives

The individual or association management company leads the day-to-day operations of AMPS, help us grow revenues and membership through the delivery of educational and networking events, and provides support to the BOD and all Committees.

• Financial Management (35%)

  • Exercises sound fiscal control of banking and accounting systems

  • Generate and reconcile monthly profit and loss (P&L) statements, ensuring accuracy in financial board reports

  • Collect all sponsorship and registration revenue on behalf of AMPS.

  • Process vendor payments and ensure timely reimbursement of expenses

  • Oversee budget preparation and financial forecasting for events and operations.

  • Ensure yearly tax filings and audits are completed in compliance with legal requirements.

  • Use appropriate financial software for bookkeeping and reporting.

• Board Support (20%)
  

  • Schedule and coordinate monthly virtual board meetings and one in-person board retreat annually.

  • Responsible for the planning and execution of Board Retreat in collaboration with Board Chair

  • Assist the Chair in preparing meeting agendas and ensuring all necessary documents are distributed in advance.

  • Track board member terms, participation, and election processes.

  • Request, prepare and distribute board meeting materials, including agendas, executive reports, and committee updates. Collect and distribute board meeting minutes. 

• Event Support (20%)

  • Coordinate the physical and virtual set-up of a variety of meeting and event functions, including but not necessarily limited to tasks listed below.

  • Oversee on-site logistics, including real-time troubleshooting and providing support to onsite committee leads for special and educational events.

  • Send post-event surveys and aggregate results  and provide feedback for future planning.

  • Assist with Site Selection and site visits in tandem with Sponsorship and Event Committee.

  • Provide input on programs as necessary.

  • Supervise registration process through third-party platform for online and in-person events.

  • Review and sign all contracts with venue/AV and any other ancillary services with the approval of Chair.

  • Review, approve and sign BEO’s.

  • Coordinate with committees to develop and maintain event pages on the association website, create event save-the-date materials, and manage event-related email communications.

  • Collaborate with the Sponsorship Committee to manage sponsorship activations, ensure the timely delivery of agreed-upon benefits, and oversee the execution and fulfillment of sponsorship agreements.

  • Responsible for overseeing monthly Board of Directors meetings (virtual and one in-person retreat), quarterly education programs (approximately 100 attendees each), six special events per year, and monthly virtual committee meetings, as well as any additional events that may arise as the organization grows.

• Committee Support and Reporting: (15%)

  • Support volunteer committee chairs in planning and executing activities, setting annual goals, and measuring outcomes.

  • Coordinate and maintain a master schedule of all committee meetings.

  • Document and distribute committee reports to the Board of Directors.

  • Manage committee rosters and contact information.

  • Produces reports and if applicable, access/training of CRM software, for committee needs.

  • Assists with virtual access for committee meetings.

• Marketing, Membership and Website (10%)

  • Oversees all aspects of the association's marketing program and works closely with the Marketing Committee to assure accuracy and consistency  in all messaging.

  • Maintain contracts for membership database/website. Develop and oversee email marketing campaigns for events, membership outreach, and general communication.

  • Oversee membership database maintenance, ensuring accurate records of members.

  • Maintain and update the association’s website with accurate event and membership information.

  • Support the Event Committee by gathering videos, slides, and promotional materials to ensure the successful execution of educational and special events. 

  • Responsible for all formal communication with sponsors (confirmation, contracting and collecting funds) as well as managing deliverables in concert with Sponsorship Committee Chair.

  • Coordinate signage production for all events.

  • Participate in evaluation of potential speakers for Monthly Board meetings if requested, and Annual Board Summer Retreat in collaboration with chair.

  • Complete and submit online form for CMP credentials for each education event.

Minimum Requirements

• Bachelor’s degree in education, business, or communication field.

• At least 5 years of experience in meeting planning and training; association experience helpful

• 2 to 3 years of CRM experience

• Experience with Microsoft Office, Quick Books and Adobe Creative Suite preferred.

• Able to work remotely but preferably local to DMV (or have the ability to travel to DMV area as required).

Transition/Onboarding

To facilitate the transition, AMPs will offer a reduced, temporary salary for up to and not more than 30 days in which the current administrator will train the successor from agreed upon official start date.

Salary Range

Part-time annual salary: $40,000-$45,000

Bonus potential based on sponsorship revenue collected, with the possibility of a salary increase following a performance review after one year. 

Comprehensive Non-Compete Clause

During the course of employment, the Executive Administrator will agree to discuss and address any potential conflicts of interest that may arise, including refraining from accepting employment or providing services to any competitor of AMPs, engaging in competitive activities, or serving in a volunteer leadership capacity with any industry organization. Any potential conflicts should be brought to the attention of AMPs' Executive Committee for discussion. AMPs values open communication and will work with the Executive Administrator to address any concerns as they arise.

Deadline to submit proposals is March 24, 2025. Please forward proposals to:

Jennifer Abdinoor, Chair of AMPS Administrative Search Task Force

jabdinoor@visitrenotahoe.com

571-420-5718

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by the Executive Administrator in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of the person in this position.