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Administrative Executive in Memphis at Vaco

Date Posted: 3/7/2018

Job Snapshot

Job Description

Our Client is looking for an Administrative Executive in Memphis, TN. Report directly to, and serving at the discretion of, the Board of Directors, the AE provides the administration, management, and advisory services necessary to conduct the day to day affairs of the Association. Plans, organizes, directs and coordinates the programs, meetings, events, professional services, contracts, volunteers and most activities of the Association.


  • Execute policies established by the Board of Directors, as well as recommend and participate in the formulation of new policies
  • Attend and administer meetings of the Board of Directors to ensure the elected officers of the Board of Directors are kept fully informed of the condition of the Association
  • Assist the Secretary with recording and distributing minutes from official meetings of the Board of Directors
  • Work in conjunction with the Board of Directors to prepare an annual business plan which encompasses the annual budget and the shared goals of membership and elected leadership
  • Ensure that the Board of Directors is continually apprised of pertinent issues, shifting or conflicting priorities and member needs and concerns
  • Schedule and coordinate the Annual Business Meeting and Annual Board Elections as specified in the bylaws
  • Assist the Officers and Directors of the Association with the continued development of the Association, including the provision of advice and guidance to the Board on issues, policies and activities of the Association with the understanding that all decisions must be made by the Board of Directors and Officers


  • In conjunction with the Board of Directors, develop, recommend and upon approval, manage normal operations within the annual budget of the Association
  • Work with the CPA to maintain the financial records
  • Continually and effectively pursue delinquent accounts receivable such as dues, lunch meetings, special events, and sponsorships
  • In conjunction with the Treasurer, monitor income and expenditures, and report the financial status to the Board of Directors on a monthly basis or as requested
  • Ensure that all funds, physical assets, and other property of the Association are appropriately safeguarded, insured and administered. Execute the bylaw provisions of the annual budget


  • Administer the business of the Association. Serve as the stimulus for innovation and progress of the Association
  • Acquire and maintain office space and capital equipment necessary for the efficient operation of the Association
  • Plan and organize meetings of the general membership, Board and committees according to sound fiduciary and parliamentary processes. Work with President and Board of Directors to ensure that meetings are well-organized and utilize members' time most efficiently and effectively
  • In conjunction with the Programs Committee and Board of Directors, coordinate facilities, food, technology, and registration at all Association meetings
  • Consistently produce well-run, friendly, timely, professional meetings with good food and quality service
  • Process invoices and collection of payment for annual dues, lunch meetings, special events, etc.
  • Physically maintain custody and assure security of all official Association documents and records
  • Continually update and improve systems capabilities, information distribution routines and accounting and reporting procedures


  • Promote a healthy, growing organization through the retention, renewal, recruitment and recognition of members
  • Administer, monitor and continually seek to improve the quality of programs and services to members
  • In conjunction with the Membership Committee, work to increase membership in the Association and to widen the Association's influence as a well-respected industry leader
  • Regularly communicate opportunities for involvement and recognize the contributions of members who do the work of the Association
  • Monitor and seek to increase attendance at Association meetings and special events and involvement in committees and other activities of the Association
  • In conjunction with the Education Committee and Board of Directors, develop education programs to advance commercial real estate as an industry and a profession
  • Maintain an up-to-date Membership database, both locally and International
  • Respond to membership questions and inquiries in a timely manner
  • In conjunction the Membership Committee develop new member orientations at least once per year, or as determined by the Board
  • Survey the membership from time to time to determine areas of growth, involvement, perceived value and member needs
  • In conjunction with the Membership Committee, evaluate results and recommend policies, procedures, and action to achieve membership goals


  • Develop and periodically update marketing materials for membership recruitment, sponsorship and public relations purposes
  • As directed by the Board, work with the International and other organizations with shared concerns to promote the industry, advance legislative priorities or leverage the influence of the Association
  • Provide information concerning the Association and its activities to its members, prospects and the public
  • Maintain, or at the direction of the Board, contract services for the Association's website design and content