Executive Director/Assistant TO

Job Description

Job Description

PURPOSE :

1. To manage the administrative, board support, and member relations activities.

2. To ensure the effective coordination and profile of events (Black Tie Dinner, AGM, Golf Tournament and

other).

3. To facilitate the advocacy efforts, responsiveness and awareness of the Executive Committee and the member

firms with regard to issues affecting the brokerage community.

QUALIFICATIONS :

• Experience in a communications, public relations and / or public affairs role;
• Experience within the insurance industry and / or within a professional association;
• Excellent leadership skills and ability to be proactive;
• Excellent written and verbal communication skills;
• Ability to juggle multiple priorities and project management experience;
• Ability to grasp complex issues and communicate (verbally and in writing) to a variety of audiences;
• Experience with advocacy or lobbying efforts would be an asset.

ROLES AND RESPONSIBILITIES :

The Executive Director is the staff person (and non-voting board member) responsible for the day-to-day

operations, as well as the advocacy, including :

Advocacy and Industry Liaison - 84 - 96 hours per year (average 3 hours / 9 months + 20 hours / 3 months)

• Attend and participate in meetings (three annual meetings + vitual meetings as occasions arise).
• Help build relationships with other industry organizations involving occasional attendance with board members at luncheons or other meetings.
• Monitor and bring forward issues for discussion at Board meetings and / or for notification to the membership.

Board Relations 10 hours per month (includes attending meetings typically 2-hour monthly meetings)

• Set meeting agendas based on reports and input from above.
• Prepare meeting minutes and distribute them.
• Support the nominations committee in its selection process and help orient new board members.
• Provide support for other committees in setting meetings, preparing agendas, taking meeting notes, etc.

Event Management - depending on event 25 - 35 hours per month approx.

Plan, budget and coordinate all meetings and events (Annual Black Tie Dinner, Presidents’ Reception,

Annual General Meeting Annual Golf Tournament).

Promote functions to appropriate audiences.

Planning, Budgeting and Monitoring 8 - 12 hours per month

• Prepare an annual plan and budget for consideration by the board of directors.
• Monitor adherence to approved budgets and plans and report significant variances to the board of directors.
• Manages bookkeeping
• Manages credit card payments (InsurePay) for events
• Prepare annual audit with accountant for Annual General Meeting 48 60 hours each January

Frontline Member Care Administration 6 - 8 hours per month

• Respond to member inquiries and concerns.
• Identify, document and articulate the needs of members.
• Ensure billing and collection of fees as per plan.
• Keep member and potential member database current.
• Keep event invitee database current.

Member and Public Communication 8 - 12 hours per month

• Maintain and issue standard form letters.
• Maintain website.
• Draft and issue press releases / newsletters as directed by the board, as appropriate.

Scholarship Program 16 - 18 hours (January through April)

• Meet with committee (2-3 meetings / year)
• Create application form and circulate to members (work with committee to promote beyond)
• Manage applications and respond to applicant inquiries
• Provide final / complete applications to committee
• Set up and participate in selected virtual interviews and work with committee to select winners
• Create and deliver final letters to recipients - send award cheques
• Announce winners (website / social media) - set up meeting with board

Salary : $ 75,000 annually

Total hours per month are estimated at an average of 92 hours, depending on the events running or

prominent issues.

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