Specialist Association Governance

About the Role

The role provides comprehensive administrative support for board and association activities, overseeing the preparation and distribution of meeting notices, agendas, minutes, and related documentation. It ensures that all communication channels, including mail, email, and resort postings, are utilized effectively to keep members informed. Calendar and platform management are central to the position. The incumbent maintains Outlook/Teams master calendars, creates events, and sends invitations and updates, while also administering the BoardEffect platform and Abbott portal to store governing documents, upload reports, and manage election data. Additionally, the Pacer calendar/task management system is used to monitor due dates and compliance. Financial and regulatory responsibilities include compiling annual budgets, preparing audit submissions for state compliance, and handling billing documents and translations. The role also tracks and processes reimbursements, orders office supplies, and manages invoice payments. The position requires frequent communication with board members, owners, and external stakeholders through correspondence, phone calls, and in‑person meetings. Responsibilities include responding to owner inquiries, coordinating reservations, arranging meeting spaces, taking minutes, reporting election results, and maintaining website content and board membership records. Additional duties encompass coordinating board dinner reservations, preparing and distributing the Beacon newsletter, and ensuring all internal and external deadlines are met. The employee performs other assigned tasks to support the smooth operation of the organization. • Prepare meeting notices via mail, email, and resort postings. • Manage Outlook/Teams master calendars, creating events and sending invitations/updates. • Maintain BoardEffect platform: create events, manage governing documents, upload reports, and distribute information to participants. • Compile and prepare meeting materials, including agendas, minutes, operational and financial reports, presentations, motions, budgets, contracts, applications, and billing documents. • Administer Abbott portal: request owner data, upload and proofread documents, generate election results reports, and input meeting data such as quorum, voting specifics, ballot initiatives, and candidate biographies. • Prepare annual budgets and state audit submissions to ensure regulatory compliance. • Use Pacer calendar/task system to track and meet deadlines. • Communicate regularly with board members and owners via correspondence, phone, and in‑person meetings. • Respond to owner inquiries and coordinate email responses through the AMS mailbox. • Coordinate board reservation logistics and process reimbursement reports. • Arrange meeting space reservations, take minutes, report election results, and facilitate organizational meetings. • Update owner website sections with meeting minutes, required reports, documentation, and special announcements. • Maintain the board member list and status flags in Clarity. • Arrange translation of billing materials when required. • Assist with board dinner reservations and preparation of The Beacon newsletter. • Distribute quarterly financial reports and agenda packets through BoardEffect. • Track internal and external due dates for all tasks. • Order office supplies and process invoice payments.

Key Responsibilities

• ▸outlook calendar
• ▸boardeffect
• ▸abbott portal
• ▸pacer system
• ▸financial reporting
• ▸stakeholder communication

Work Environment

Office Full-Time