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IABC-NL Executive Board Positions
- President
- Vice-President / finance
- Immediate Past PResident
- Executive Assistant
- Director of Membership Development & Marketing
- DIrector of Professional Development & Networking
- Director of Communications
- Director of Sponsorship & Pinnacle Awards
- Members-AT-LARGE
- Judging Coordinator
- certification Coordinator
PRESIDENT
- Represents Chapter in the community and in the media
- Chairs monthly Board meetings
- Oversees the activities of the Board to ensure accomplishment of chapter's mission, goals and objectives
- Maintains contact with District and International
- Attends District meetings and provides feedback on how the Chapter, District or International initiatives are received by members, reports on chapter's status
- Ensures compliance with IABC's overall mission, goals and direction to maintain the integrity of the association
- Monitors the use and accounting of Chapter monies and resources, including financial reviews or audits
- Ensures that governing documents are current and applied
- Appoints Chapter delegates to regional meetings as required
- Trains successor
VICE-PRESIDENT/FINANCE
- Automatic succession to position of President after one year
- Provides advice and counsel to the President on the direction and progress
- Oversees Chapter finances, including:
- Directing any external accounting contracts
- Keeping financial records and bank accounts for the Chapter
- Submitting monthly financial reports to the Board
- Paying invoices and reimburses Board members for chapter expenses
- Preparing end-of-year report and tax forms for IABC Headquarters
- Developing special investments for Chapter's excess monies
- Arranges for prepared audited statements
- Serves on all nominating committees
- Provides input to Chapter Management Awards Committee
- Conducts Board meetings as necessary in President's absence
- Delegate to District meetings in President’s absence
- Provides monthly financial reports to Executive Assistant for Board update
- Trains successor
IMMEDIATE PAST PRESIDENT
● Advises and assists the President
● Advises Chapter Board
● Serves as Chairperson of nominating committee for incoming Board
● Chairs the Past Presidents’ Council and reports regularly (as required)
● Assists with volunteer recruitment for committees as needed
● Facilitates orientation and planning sessions with new Board of Directors
● Reviews or works with a committee to review awards program to ensure alignment with International
● If provincial or regional event held, is a member of planning committee
EXECUTIVE ASSISTANT
● Takes minutes of board meetings
o Coordinates Board meetings
o Drafts agenda based on minutes, circulates to board and solicits additional agenda items prior to the meetings
o Sends notification to Board members and distributes minutes, agenda and other materials
o provides monthly reports to President for Board meetings
● Maintains Google Drive
o Corporate memory and procedures
o Policy manual
o Bylaws
o Articles of incorporation
o Business folder for each year
o Minutes
o Agendas
● Picks up mail at: 354 Water Street (Box 42): incoming mail is recorded and given to Vice-president
● Sits on committees as required
● Maintains list of contact information of Board members
● Trains successor
DIRECTOR OF MEMBERSHIP DEVELOPMENT & MARKETING
- Actively recruits new members
- Welcomes new members (i.e. with a formal letter, email, by phone or in person at meetings)
- Receives monthly rebate report from Headquarters unless someone else is specifically designated
- Provides input and support to Director of Professional Development and Networking for coordinating membership
functions, including at least one program specifically for membership recruitment; and student member events (as necessary) - Creates and implements plan to recruit student members and foster relationships with post-secondary institutions
- Works to develop and promote new and existing member benefits
- Surveys members to determine needs and interests
- Membership records; distributes copies of reports from Headquarters to the President and database coordinator
- Develops membership marketing materials in coordination with the Board
- Communicates changes in member status to Headquarters
- Works with Director Communications to update Membership section of the website on a regular basis to reflect changes and special events relative to members
- Administrator of Facebook and Twitter Fan page
- Provides monthly reports to Executive Assistant for Board update
- Managing volunteer requests for the Chapter and finding a potential role for the volunteer if appropriate.
- Provides monthly reports to Executive Assistant for Board update
- Prepares budget for membership activities and provides to President reports to the Board and the Chapter about the development and retention
DIRECTOR OF PROFESSIONAL DEVELOPMENT & NETWORKING
- Organizes welcome reception (September), Christmas reception (December), Spring reception (March) and Annual General Meeting
- Plans and produces PD meetings/events(develops annual plan, including topics, format, speakers and locations) for presentation to and endorsement by the Board of Directors
- Prepares budget for professional development programs for board approval – changes to budget must be communicated to the vice-president in a timely manner
- Administrator of Facebook Fan page and Twitter feed
- Administrator Eventbrite
- Ensures events are consistent with existing IABC NL practices, policies and brand
- Coordinates venues and related logistics
- Liaises with Director of Communications on website updates and promotion of events - writes promotional material re: events
- Coordinates preparation and mailing of event notices with Communications to the members and prospects
- Provides introductory remarks and introduces speakers at events (or designates another Chapter representative to
do so) - Prepares and circulates event evaluation forms to attendees; compiles post evaluation results for each event
- Provides regular progress updates on the PD plan to the Board
- Provides monthly reports to Executive Assistant for Board update
- Trains successor
DIRECTOR OF COMMUNICATIONS
- Overall maintenance of Chapter website
- Works with Portfolio Directors to provide training on use of Content Management System (CMS) for regular updates Chapter events and activities
- Maintains current media contact list, Board meeting minutes, and current membership information
- Distributes notices of Chapter events/announcements/activities, including Pinnacle Awards, through Mail Chimp
- Maintains presence on Facebook, Twitter, and YouTube pages and plans strategic social media component to Chapter communications (in consultation with other administrators)
- Produces, edits and distributes Chapter e-newsletter
- Produces and distributes chapter news releases, including announcement of new Board members and Chapter
activities - Coordinates email contact/communications with members, such as event reminders, job advertising
- Promotes events to local media, with support from the Director of Professional Development and Networking
- Acts as media liaison for the Chapter - nurtures relationships with local media and explores opportunities to provide articles, expertise where appropriate
- Arranges interviews and speaking engagements for Chapter leaders with interested groups
- Prepares budget for communication activities
- Provides monthly reports to Executive Assistant for Board update
- Trains successor
DIRECTOR OF PINNACLE AWARDS
- Coordinates a committee help organize logistics leading to and on event night
- Develops chapter sponsorship program/policies
- Administrator of Eventbrite for all Pinnacle activities
- Liaises with Director of Communications on website updates and promotion of events - writes promotional material re: events
- Plans and produces annual awards program, including the awards presentation, event locations and menu and brings the plan to the Board for discussion and approval
- Co-ordinates design, printing and mailing of the Pinnacle Awards call for entries and event invitation
- Recruits and oversees Pinnacle committee
- Maintains communication with Judging Co-ordinator
- Notifies winners
- Prepares financial reports in co-operation with Vice-president
- Provides monthly reports to Executive Assistant for Board update
MEMBERS-AT-LARGE
- Digital Communications Coordinator
- Supports the Communications portfolio
- Responsible for managing social media accounts in conjunction with the Communications Director
- Responsible for website updates
- Graphic Design Coordinator
- Supports the Communications portfolio
- Responsible for creating graphics for IABC NL promotional materials including email, social media and print
- Basic knowledge of design software such as Canva or Adobe Suite
- Special Events Support Coordinator
- Supports the Professional Development (PD) portfolio
- Responsible for managing elements of professional development sessions for the Chapter
- Sit as a member of the Pinnacle Awards Committee
- Sponsorship Liaison
- Responsible for developing and managing sponsorship opportunities for the Chapter
- Works closely in conjunction with the Pinnacle Awards Director to support the event
JUDGING COORDINATOR
- Coordinates reciprocal judging for fellow chapters as needed
- Recruits and supports judges as needed for Silver Leaf, Gold Quill, etc.
- Maintains communications with Judging Committees
- Provides monthly reports to Secretary for board update
- Attends at least two board meetings per year
CERTIFICATION COORDINATOR
- Promotes IABC certification within chapter
- Conducts study group for members in certification process
- Sets specific goal for number of new certified members by end of year
- Provides monthly reports to Secretary for board update
- Attends at least two board meetings per year
- Certification Examination Liaison
- Maintains list of currently certified members
- Solicits examiners for testing
- Acts as Chapter’s liaison for certification
- Provides monthly reports to Executive Assistant for Board update
Director of Pinnacle Awards
- Coordinates a committee help organize logistics leading to and on event night
- Develops chapter sponsorship program/policies
- Administrator of Eventbrite for all Pinnacle activities
- Liaises with Director of Communications on website updates and promotion of events - writes promotional material
re: events - Plans and produces annual awards program, including the awards presentation, event locations and menu and brings the plan to the Board for discussion and approval
- Co-ordinates design, printing and mailing of the Pinnacle Awards call for entries and event invitation
- Recruits and oversees Pinnacle committee
- Maintains communication with judging chapter
- Notifies winners
- Prepares financial reports in co-operation with Vice-president
- Provides monthly reports to Executive Assistant for Board update
Members-At-Large
(three specialized support positions for busy board portfolios)