What are the responsibilities and job description for the Executive Manager position at International Association of Advisors in Philanthropy?

Details

Posted : 01-Feb-25

Location : United States - Nationwide

Type : Contract

Categories :

AMC / Account Executive

Additional Information :

Hybrid / Remote is allowed.

Introduction

The International Association of Advisors in Philanthropy (“AiP”) is seeking proposals from qualified individuals or firms to provide bookkeeping and event planning services.

AiP’s MISSION

Inspiring and equipping wealth advisors, philanthropic advisors, and communities of allied professionals to build their practice and support their clients’ philanthropic priorities.”

Our VISION

AiP aspires to advance the profession as the premier philanthropic training and networking resource for communities of allied professionals.”

Our VALUES

Leadership, Learning, Integrity / Ethics, Collaboration, Effectiveness, Engagement, Innovation, and Equity

Our KEY INITIATIVES

Maintain, Retain, & Grow Membership

Grow Sponsorship

DEI Expansion

Our STRATEGIES

Deliver Compelling Philanthropic Training Materials and Events

Build Mutually Beneficial Strategic Partnerships and Grow Organizational Awareness

Market AiP membership and activities

Connect members to AiP and to each other

Create structure and support to maintain existing and develop new thriving AiP chapters

Develop sustainable sponsorship program and manage finances responsibly

Infuse DEI into all work, creating a space where all members feel welcome and heard, while encouraging brave conversations

AiP : BY THE NUMBERS

Current Members

4, on the Electronic Mailing List

2, in our LinkedIn Group

Average Event Attendance :

people at our Annual Conference on Philanthropy

40 people attend our Monthly Webinars

15 attend our Stanford PACS EPLI Workshops three times a year ( total advisors trained)

Top membership professions include (self-identified) :

30% – Philanthropic Advisors

21% – Financial / Wealth Advisors

10% – Nonprofit Professionals

6% – Attorneys

Top membership professional designations include (self-identified) :

38% – CAP® (Chartered Advisor in Philanthropy)

15% – CFP® (Certified Financial Planner)

11% – JD

4% – CPA

The selected contractor(s) will support our mission as follows via this Scope of Work below. This work could be embraced as a team effort as well, rather than having one individual do all this work, with team specialists within. For example, it would be good for the same team member to always support board meetings, or the same person to lead on conference logistics, but it could be that someone else on their team supports finances and s, etc. AiP needs someone (or some people who are) incredibly detail-oriented, self-motivated, with excellent proactive communication, and with incredible, timely follow-through.

AiP EXECUTIVE MANAGER : ADMINISTRATIVE RESPONSIBILITIES

Membership Management

Bill and collect membership dues (through website / database platform, YourMembership)
Email non-paid members once a month
Maintain the accuracy of membership roster
Maintain membership reports for committee and board
Provide reports on specific things as requested
Respond to membership inquiries through email and telephone, including requests for invoice, receipt, refund, etc.

General / Program

Respond to emails and phone calls requesting information on AiP generally, membership inquires, media requests, etc.

Process incoming mail

Manage website – create event postings, update calendar, update general content

Create basic marketing materials, as needed

Provide collateral for board members traveling to a conference on behalf of AiP

Assist with sponsorship program

Prepare collateral

Communicate with sponsors Coordinate and deliver benefits associated with each level

Monitor and post on LinkedIn (events)

Financial

Capture and record accurate expenses and payments

Maintain budgets and report on budgeted differences

Review invoices, approve for payment

Prepare accurate and timely financial statements, reconciled with bank account

Provide financial statements, bank statements, supporting documentation, and invoice to AIP exec committee each month

File important documents, financial, and tax filing information Maintain 7 years of financial records Maintain all records

Event Planning & Support (specific Events broken down below)

Identify event venue (virtual platform or physical location), negotiate venue contracts employing best practices and industry knowledge, establish program time, and agenda

Coordinate and communicate with presenters

Prepare event posting for website

Take reservations via mail, phone, email, track registrations, collect payment

Reconcile event, process payments as needed, and deposit checks

Help develop effective fundraising strategies and custom sponsorship packages

Event promotion through email, mail, social media

Field phone call and email questions regarding events

Maintain list of presentations / presenter proposals for webinar and conference sessions

Coordinate any provided sponsorship benefits

Primary point of contact for outside vendors : flowers, photographer, audio-visual needs, etc.

Act as meeting host / staff registration desk

Invoice unpaid attendees, sponsors and follow up until collected

Event : Annual Conference Planning

Clear and detailed logistics – i.e., a comprehensive production schedule

Support committee in planning of conference programming

Negotiate with venue, service deposits, fees, and charges

Coordinate on-site needs including food, drink, audio visual, etc. for each event over multi-day conference

Make menu selections, accommodating dietary needs and preferences

Provide guarantees to venue, taking into consideration no-show and walk-in percentages

Travel, staff, and provide materials for conference

Support event speakers’ by providing general information, answering questions, coordinating travel and logistics requirements pre- and post-event

Coordinate and support AiP liaison to “host” and introduce speakers

Establishing consensus and motivating a team to take the event across the finish line.

Event : Webinars

Support committee in planning of webinars

Track attendance, survey results

Coordinate schedule and host pre-flight meeting with presenter and AiP host

Provide updated script for AiP host

Run back-end logistics – PowerPoint, post in chat, administer polls, etc.

Download, save, and post webinar recordings to YouTube and website

Event : Stanford PACS Workshops Specific

Attend committee meetings

Create event posting on website

Promote via emails and LinkedIn Posts

Run back-end logistics – PowerPoint, post in chat, administer polls, etc.

Maintain program records

Send follow up communication to attendees

File continuing education credits

Board and Committee Meetings

Coordinate Board and committee meeting dates Maintain and send calendar invitations Committees include : Resource Management, Content, Stanford PACS, Governance, Membership, DEI Task Force

Attend meetings and record meeting minutes / notes

Distribute and prepare meeting materials to board and committee members (agenda, minutes, financials, membership report, other items as requested)

Maintain roster, track terms, track attendance

Chapter Support

Create event posting on website

Promote via email to entire mailing list and specific chapter mailing lists

Support chapter leadership

Create and update chapter webpages, as needed

Support new chapter launches

Track registrations for chapter events

Create nametags and other collateral for chapter events

Proposal Requirements

Interested parties should submit a proposal that includes the following :

Cover Letter Introduction to the individual or firm Summary of relevant experience and qualifications

Detailed Proposal Description of approach and methodology for providing AiP Executive Manager Services Outline of key personnel involved and their qualifications Proposed timeline and availability Fee structure and estimated costs (e.g. fixed monthly rate or hourly rate)

References Contact information for at least three professional references Examples of previous work relevant to the services requested

Supporting Documentation Resumes of key personnel Proof of relevant certifications or licenses Any additional information that demonstrates the ability to fulfill the contract

Evaluation Criteria

Proposals will be evaluated based on the following criteria :

Relevant experience and qualifications Proven action plan that identifies goals and objectives.

Quality and clarity of the proposal

Cost-effectiveness

References and past performance Evidence that events are consistently brought in on time and at or under budget

Alignment with the organization's mission and values

Submission Instructions

Proposals must be submitted electronically via e-mail by March 31, to :

Richard Peck, AiP President, , (cell, if questions)

Please include "Proposal for Bookkeeping and Event Planning Services" in the subject line.

Timeline

RFP Issuance : February 1,

Questions Due : February 28,

Proposals Due : March 31,

Contract Award : July 1,

Terms and Conditions

AiP reserves the right to :

Accept or reject any or all proposals, in whole or in part

Negotiate with any or all proposers

Modify or cancel this RFP at any time

By submitting a proposal, proposers acknowledge that they have read and understood the terms and conditions of this RFP.

We look forward to receiving your proposal and thank you for your interest in supporting our mission.

Sincerely,

Richard Peck, AiP President

cell)

About International Association of Advisors in Philanthropy IntroductionThe International Association of Advisors in Philanthropy (“AiP”) is seeking proposals from qualified individuals or firms to provide bookkeeping and event planning services. AiP’s MISSION “Inspiring and equipping wealth advisors, philanthropic advisors, and communities of allied professionals to build their practice and support their clients’ philanthropic priorities.” Our VISION“AiP aspires to advance the profession as the premier philanthropic training and networking resource for communities of allied professionals.” Our VALUESLeadership, Learning, Integrity / Ethics, Collaboration, Effectiveness, Engagement, Innovation, and Equity

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