Specialist Association Governance

About the Role

The incumbent prepares and distributes meeting notices via mail, email, and resort postings, manages master calendars in Outlook and Teams, and maintains the BoardEffect platform with events, governing documents, and reports. They also collect, create, and organize meeting materials such as agendas, minutes, financial and operational reports, and facilitate board communication. Data management duties include handling the Abbott portal for owner data, document uploads, email proofing, election result reporting, and inputting board meeting information. The role prepares annual budgets and audit submissions to meet state regulatory requirements and oversees the Pacer calendar to ensure compliance with due dates. Additional responsibilities involve coordinating reservations, taking minutes, reporting election outcomes, updating website content, maintaining board member records, arranging translations, and supporting board events such as dinners and the Beacon newsletter. The position also manages office supplies, processes invoices, and performs other assigned duties. • Prepare meeting notices for mail, email, and resort postings. • Manage Outlook/Teams master calendars: create events, send invitations and updates. • Maintain BoardEffect platform content: events, governing documents, reports, and workroom communications. • Collect and prepare meeting materials: agendas, minutes, operational and financial reports, presentations, motions, budgets, contracts, candidate applications, and billing documents. • Handle Abbott portal tasks: request owner data, submit and proofread documents, create election result reports, and input meeting data (quorum, voting, ballot initiatives, candidate biographies). • Prepare annual budgets and audit submissions to satisfy regulatory requirements. • Maintain the Pacer calendar/task management system for due‑date compliance. • Communicate with board members and owners via correspondence, phone, and in‑person meetings. • Respond to or coordinate responses to owner email inquiries received in the AMS mailbox. • Coordinate board reservations and process reimbursement reports. • Arrange meeting space reservations, attend board and annual meetings, take minutes, report election results, and facilitate organizational meetings. • Update selected sections of the owner website with minutes, reports, documentation, and announcements. • Maintain the board list with historical and current member information and manage status flags in Clarity. • Arrange translations of billing materials as required. • Assist with board dinner reservations. • Coordinate and prepare the Beacon newsletter; distribute quarterly financial reports, agenda packets, and other communications through BoardEffect. • Manage internal and external due dates for all responsibilities. • Order office supplies and process invoices for payment.

Key Responsibilities

• ▸calendar management
• ▸boardeffect
• ▸abbott portal
• ▸budget prep
• ▸pacer calendar
• ▸website updates

Work Environment

Office Full-Time