Potomac Management Resources Looking for Association Management Account Director at Alexandria, Virginia Full Time

The general duties of the Account Director include management of the “nuts to bolts” for association clients, including member database and fulfillment, board relations, marketing/communications, meeting and event management, program management (e.g., scholarships/grants/sponsorship), budgeting/financial concerns, and general association administration. The best fit is a “jack of all trades” who enjoys a fast pace and attention to detail to keep our clients on task and happy. Must be willing to do everything from stuffing envelopes to brainstorming the next big thing.

The Account Director will have primary oversight responsibility for two to three association clients.

Account Directors serve as the primary point of contact and are responsible for administrative functions including Board liaison to the membership, communications, and event staff, coordinating association finances with the bookkeeper, and managing outside vendors. Account Directors have the ultimate responsibility of ensuring that client tasks are completed properly and on time.

We are currently allowing staff to work from home up to two days a week, dependent upon the need to be in the office for meetings and events. This is not a completely remote position.

General

• Answering phone lines (PMR and all clients)
• Attend staff meetings
• Maintain organized filing system
• Effectively communicate project status with other team members
• Complete special projects as assigned
• Coordinate efforts with other staff as applicable

Administrative

• Administer and improve the clients’ missions
• Develop goals & plans for clients; participate in strategic planning
• Maintain knowledge of client industry and current events
• Maintain organization of client filing system (email and hard copy)
• Ensure that incoming client communications are received, reviewed and addressed by appropriate staff
• Ensure all important administrative files are available (bylaws, articles of incorporation, IRS determination letter, etc.)
• Monitor client storage, track inventory of items in storage
• Periodically review bylaws and coordinate amendment process
• Represent client at industry meetings and networking programs to promote the interests and issues of the organization
• Develop & maintain industry calendar of events
• Assist in preparation of and monitor annual budget

Board Relations

• Day-to-day coordination with Board Members and select Committee Chairs
• Identify new Board members, support Nominating Committee and manage election process
• Coordinate logistics associated with Board meetings/retreats
• Attend Board meetings
• Coordinate minute-taking or take meeting minutes at board meetings
• Note board meeting action items and follow up on them with appropriate staff and/or board member
• Design and implement of Board policies, governance materials, and Board orientations
• Prepare annual Board binder, materials, and/or orientation
• Assist client leadership in development of Board agendas
• Prepare and distribute Board meeting notices; Distribute meeting agendas, proxies, financial reports, membership reports, and all post-meeting minutes, reports, and materials
• Monitor attendance at Board meetings
• Report regularly to client contact on administrative and technical activities
• Periodically review scope of services

Financial

• Properly code incoming invoices from vendors
• Provide information needed to bookkeeper to generate accurate financial reports (research any discrepancies in reports)

Communications

• Monitor/respond to client email; forward relevant emails to other staff for follow up
• Oversee development of all communications (website, mass emails, press releases, flyers, etc.)

Membership

• Work with membership committee to build membership, increase prospects
• Maintain membership database
• Serve as a customer service representative to members

Events/Programs

• In conjunction with client/Event Director:
• Develop and monitor event budget (including establishing registration fees)
• Develop and monitor event timeline
• Develop & maintain a master calendar of events for client
• Participate in event committee meetings
• Track event sponsorships; fulfill benefits
• Track event speakers, coordinate participation
• Assist in agenda development
• Manage event registrations, liaise with support vendors, prepare for and staff onsite events
• Manage virtual programs and events
• Draft content for event programs and materials
• Attend programs: liaison with speaker, Board, and members

Qualifications

• At least 4 years experience in association management; client management and/or nonprofit environments.
• Comfortable with decision-making and substantial autonomy
• Event management skills
• Demonstrated experience in troubleshooting; knowing what the client wants before they know they want it
• Experience managing employees/volunteers
• Organized, high attention to detail
• Ability to work concurrently on multiple tasks and meet required deadlines
• Professionalism and strong work ethic
• Capacity to work in a team environment

Job Requirements

• Ability to work from our office location, currently at 2800 Eisenhower Avenue, Suite 210, Alexandria, VA 22314
• Ability to read, speak, hear, understand, and communicate in English
• Ability to work evenings and occasional weekends
• Ability to travel out of town for up to seven days
• Proficient in Microsoft Windows, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat, Email Clients, Web Browsers
• Exceptional level of customer service and interpersonal skills
• Comfortable with public speaking
• Presentation skills
• Experience managing staff
• Reliably transport up to the equivalent of a full pack & roll, medium-sized box, and a sign case
• Reliable personal transportation and are comfortable driving in the DC Metro area (to attend meetings & events)