The WVMA board is currently advertising for a new Executive Director.  Please submit a cover letter and resume for providing these services to info@wyvma.org by October 18, 2024 for full consideration.

JOB DESCRIPTION

Position: Executive Director

Employment Type: Contractor, 15-20 hours per week (varies based on events)

Location: Wyoming resident preferred (remote home office with infrequent state and national travel)

Compensation: Starting at $25,000 (salary negotiable)

Travel:

• WVMA Winter Meeting: 2.5 days always in Casper, WY in early December
• December 5 – 7, 2024 (Casper, WY)
  
  
• AVMA Veterinary Leadership Conference: 3 - 4 days always in Chicago, IL in early January
• o    January 9 -12, 2025 (Chicago, IL)
  
  
• WVMA Summer Meeting:  3 - 4 days in various Wyoming cities across the state in late June
• o    June 22 – 24, 2025 (Dubois, WY)
  
  
• AVMA Conference: 3 – 4 days in various cities across the US
• o    July 17 - 19, 2025 (Washington, DC)
  
  

Transition timeline:

October/November through December – Work with current director to transition duties

ABOUT US:

The Wyoming Veterinary Medical Association is a 501(c)(6) organization whose mission is to promote the health and welfare of animals in Wyoming; to provide continuing education for Wyoming veterinarians and surrounding states and to serve as a voice for Wyoming veterinarians in matters of public issues.

The Wyoming Veterinary Medical Association is seeking a dedicated and experienced executive manager to oversee our organization’s management services. This position requires outstanding organizational and time management skills with the ability to prioritize multiple deadlines.

JOB DESCRIPTION:

As an independent contractor, this is the sole staff member of the organization and will be responsible for overseeing all aspects of the association, including daily operations, conference planning, website and social media content and updates, financial management, board management, government relations, and membership management. The ideal candidate will be a highly organized, self-motivated manager with a proven track record of large event facilitation.

This position averages 15-20 hours per week but varies throughout the year based on events.

RESPONSIBILITES:

Operations:

• Provide and maintain office including equipment and space.
• Respond to phone calls and emails.
• Establish mailing address and/or maintain PO Box.
• File annual report with the Wyoming Secretary of State.
• Maintain insurance policies.

Conference Planning:

• Full event management for annual WVMA Summer Meeting and WVMA Winter Meeting including venue/lodging identification and contracts, speaker management, creating all marketing and registration materials, webpage creation and online registration management, vendor/sponsor registration and exhibit hall management, onsite facilitation, special guest coordination, post-conference follow up, etc.
  
  
• Summer Meeting: Plan and facilitate (1) board meeting, (1) membership meeting, (1) reception, 2.5 day exhibit hall, regulatory education/certifications, and (1) live auction/fundraiser in addition to two full tracks of continuing education (total of 28 hrs. of CE).
  
  
• Winter Meeting: Plan and facilitate (1) board meeting, virtual conference option, regulatory education/certifications, and 12 hrs. of CE.

Technology:

·         Website updates and content creation
·         Online event registration creation and management
·         Online membership database
·         Social media management (Facebook and YouTube)
·         Newsletter creation and distribution
·         Online banking and bookkeeping
·         Zoom meeting facilitation

Membership Management:

·         Maintain membership database using Wild Apricot Association Management Software.
·         Create and process annual membership renewals with the assistance of a printing company.
·         Update online membership renewal options.
·         Create and distribute annual membership meeting agenda. Record and publish annual membership meeting minutes.

Finances:

·         Bookkeeping using QuickBooks (or similar software) including monthly reconciliation and bill payments.
·         Develop, track, and maintain annual board-approved budget.
·         Create and distribute financial reports for board meetings.
·         Create and distribute financial reports for the annual membership meeting.
·         Work with accountant to prepare tax return.

Board Management:

·         Create and distribute board meeting agendas and reports.
·         Record minutes of board meetings, both in-person (2x/year) and virtual (as needed).
·         Work closely with leadership to plan conferences

Government Relations:

·         Serve as liaison between WVMA lobbyist and WVMA Board of Directors
·         Understand legislative process
·         Manage PAC finances
·         Work with state and federal organizations
·         Work with AVMA advocacy team

SKILLS AND EXPERIENCE:

·         Previous association management experience, familiarity with veterinary medicine a plus.
·         Proven track record of successful large event planning and execution (100 + people).
·         Highly proficient in Microsoft Office, including Publisher, Excel, and Word and familiarity with Adobe Acrobat.
·         Experience with website management and online event/membership management.
·         Financial management experience including budget development and bookkeeping.
·         Experience working with a Board of Directors.
·         Experience in government relations a bonus.

EDUCATION, TRAINING AND EXPERIENCE:

·         Bachelor's degree or higher preferred.

PERSONAL ATTRIBUTES:

·         Highly responsive and communicative
·         Highly organized and attentive to details
·         Able to handle multiple tasks and prioritize deadlines efficiently
·         Ability to work individually on own initiative and as part of a team

WORKING CONDITIONS:

·         Ability to answer phone calls and respond to emails within standard business hours
·         Facilitate occasional virtual evening meetings
·         Ability to work on weekends and for long days onsite during events

This job description is not intended to be an exhaustive list of duties, but it aims to highlight the typical main responsibilities of the post.

Please submit a cover letter and resume for providing these services to info@wyvma.org by October 18, 2024 for full consideration.