© 2013 Association Builders, LLC

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The ASSOCIATION Builders Approach

 

General

Association Builders serves in the capacity of administrative manager for a number of associations, reporting to the Board of Directors. These responsibilities include conducting routine tasks, including administrative and financial tasks, as well as representing the associations as necessary. 

 

Management

Association Builders serves in the capacity of association manager for several organizations in Virginia. The number and intensity of these duties varies depending on the association, the time of year, and other external factors. By working as a team, we are able to manage a myriad of tasks throughout the year to ensure each client receives the necessary time and attention to detail that they have come to expect from us.  These tasks include arranging and attending board meetings, committee meetings, and acting as a representative for the association when needed.

 

Administration

Association Builders serves as an independent contractor has a fully-equipped office to serve the needs of our clients. When workload increases we utilize temporary administrative help to assist in the completion of work.  The use of email and websites are very important in keeping members informed and up-to-date.  Maintaining a complete and accurate database is of paramount importance to the association and is a top priority.

 

Financial Management

The finances of an association are its foundation. Association Builders has numerous financial systems in place to efficiently and accurately meet its clients’ financial management needs. Preparing monthly financial reports; reconciling accounts; preparing budgets; and invoicing and collecting money for events and dues are examples of the financial management services that Association Builders can provide.

 

Membership

Communication is the key to keeping association members informed, involved, and content.  Association Builders works with its clients to ensure members feel connected and that they are receiving value-added benefits for their membership dues investment.  Keeping an up-to-date database; indoctrinating new members; seeking new members and renewing existing members; and publishing an annual membership directory are just a few of the tasks associated with membership retention and expansion.

 

Public Affairs

External communication is important to the association. Association Builders staff is experienced in newsletter production; working with the media; and promoting the events and activities of its clients.

 

Seminars, Conference & Educational Programs

Association Builders’ clients conduct numerous conferences and other programs throughout the year. Successful meeting planning hinges on being organized and prepared. Association Builders has the experience and successes with events that translate into success for our clients. From start to finish, association events will be a success with Association Builders’ help.

 

What Support Does Your Association Need?

 

ADMINISTRATIVE SERVICES

  • Negotiate and maintain business relationships/ accounts with suppliers

  • Maintain Association records including files, financial records, minutes, etc.

  • Maintain Association phone line, fax line and mail box/business address

  • Create and implement a Sponsorship program

  • Maintain stationary stocks and supplies

  • Database and record management

 

COMMUNICATION SERVICES

  • Newsletter: Create, Contribute, Distribute, Collect Content/Edit; Conduct Advertising Campaign

  • Writing and Distributing Press Releases

  • Website: Develop/Manage/Update; Group Emails; Newsletter Distribution; Calendar of Events; Classifieds, job listings

  • General Member Communications

 

EVENT SERVICES

  • Manage/track Event Budget

  • Research and recommend meeting facilities

  • Negotiate facility contracts

  • Registration: Create registration packages and/or programs; Receive registration and fees; Create name badges; Staff registration table; Send confirmations

  • Coordinate event logistics:  menus, space, on-site liaison, etc.

  • Photograph event

  • Develop promotional pieces (print and/or electronic)

  • Develop promotional campaign utilizing appropriate means/tools

  • Create post-event evaluation and distribute

  • Follow-up on accounts receivable

 

FINANCIAL SUPPORT SERVICES

  • Maintain financial records; produce reports as requested; print checks

  • Review bills and recommend payment

  • Prepare annual audit and tax returns

  • Prepare SCC Annual Report and other applicable reports

  • Collect moneys owed to Association

  • Work with Treasurer to meet the financial needs of the Association

 

LEADERSHIP SUPPORT SERVICES

  • Attend Board of Director meetings

  • Prepare pre-meeting packages

  • Record and distribute minutes

  • Assist in transition of new boards of directors

 

MEMBERSHIP SUPPORT SERVICES

  • Electronic or printed communication with new, delinquent and expired members (or reports to designated volunteer)

  • Membership data: Access National data to update database

  • Create and maintain membership data

  • Respond to inquiries from members and potential members; send packages

  • Track and initiate membership renewals

  • Lead recruitment/retention efforts

  • Receive and track dues

 

TRAINING SERVICES (Boards and Staff)

  • Recruitment and Orientation

  • Leadership Development

  • Volunteer Management

  • Personality Typing and Tools

  • Supervisory Skills

  • Facilitation of Planning Retreats