Board Structure & Responsibilities

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BOARD RESPONSIBILITIES

As a general consideration, it is anticipated all Board Directors will enthusiastically:

  • Promote IABC and champion its brand wherever possible
  • Attend monthly Board meetings
  • Welcome non-members to Chapter activities
  • Participate as a decision-making member of the Board
  • Prepare and submit an annual budget to the Finance Director, where applicable
  • Ensure the Executive Committee is fully informed on a timely basis of all planned activities
  • Recruit a committee for tasks, as needed
  • Submit periodic articles and educational information to Connect newsletter and website
  • Maintain all portfolio information in an organized way to pass along to a successor
  • Ensure updated chapter reference material is posted to the Board internet
  • Train a successor at the appropriate time

Board terms begin as of July 1. Certain co-chaired portfolios would be best served by two-year terms to ensure appropriate succession planning.

*Note: Time commitment of each position can fluctuate depending on the time of year.

Role Descriptions

EXECUTIVE COMMITTEE

The Executive Committee is responsible for the strategic direction of IABC London and is collectively authorized to make decisions on behalf of the entire Board. Actions of the Executive Committee shall be reported by email or at the next regularly scheduled Board meeting. 

Candidates for IABC London Executive Board shall be selected by a Board Selection Committee consisting of the Past President, the President, and up to three members appointed by the President.

President

The President of IABC London serves as the chapter’s chief executive officer and primary spokesperson. The President also serves as a chapter delegate to IABC International and to the board of the IABC Canada East Region, attending Canada East Region board meetings (in-person or online).

Responsibilities:

  • Preside over chapter board and executive committee meetings.
  • Propose policies and practices for the chapter.
  • Monitor the performance of, and provide strategic guidance to, Directors and Volunteers.
  • Appoint members to committees as required.
  • Mentor Vice President in preparation for their Presidential term.
  • Perform other duties as need arises and/or as defined in the by-laws.

Succession from Vice President to President is not guaranteed, however it is expected.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Minimum five years of professional communications experience, preferably in increasingly senior roles.
  • Experience as Vice President of IABC London preferred.
  • Understanding of board governance.
  • Experience with managing senior volunteers.
  • Willingness to serve as Past President for one year following President term.
  • As a signing officer for the chapter, the President must submit a current criminal record check prior to assuming the position (cost of the record check will be reimbursed by the chapter).

Time Commitment: 20+ hours/month

Vice President

The Vice President acts in a supportive role to the President. Note that this role does not guarantee succession to the role of President.

Responsibilities:

  • Sit as a member of the Executive Committee and co-chair the Nomination Committee with the Past President.
  • Provide oversight to the Job Board volunteer.
  • Preside over board meetings in the absence of the President.
  • Act as chapter delegate to Canada East Region board meetings if the President is unavailable.
  • Attend Canada East Region handover meeting at the end of Vice Presidential term.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Minimum five years of professional communications experience, preferably in increasingly senior roles.
  • Previous experience on a board of directors – experience with the IABC London board is an asset.
  • Willingness to serve for three years in the “presidential track” (one year each of Vice President, President and Past President)

Time Commitment: 10-20 hours/month

Past President

The Past President co-chairs the Nominating Committee with the Vice President, represents the chapter as a senior delegate of IABC London to IABC International and performs other duties that may be required. As a member of the Executive Committee, they are expected to attend board and executive committee meetings.

There is automatic succession to this role after serving as President.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Immediate Past President of IABC London. If the immediate Past President is unable or unwilling to serve, this position will remain vacant.

Time Commitment: 3-5 hours / month

Director, Finance

The Director, Finance oversees IABC London’s financial activities and ensures that IABC London operates in a fiscally responsible manner. They also serve as a member of the chapter’s executive committee.

Responsibilities:

  • Oversee the development and approval of IABC London’s annual operating budget (Final budget to be approved by the Board within 90 days of the start of the fiscal year).
  • Maintain IABC London bank accounts, records and cheque delivery.
  • Monitor financial standing of the chapter and provide regular financial updates at monthly board meetings.
  • Monitor director expenses and associated processes to ensure adherence to policies and ethical use of chapter funds.
  • Collaborate with other portfolio directors to ensure ongoing management of portfolio budgets.
  • Submit an annual chapter financial report to IABC International each February.
  • File necessary financial reports, audits and statements as required.
  • Train successor to this role once their term is complete.
  • Prepare a financial statement for the Annual General Meeting of IABC London.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Experience in budget and financial management.
  • Knowledge of accounting best practices or a willingness to learn.
  • As a signing officer for the chapter, the Director, Finance must submit a current criminal record check prior to assuming the position (cost of the record check will be reimbursed by the chapter).

Time Commitment: 10-20 hours / month

PORTFOLIO DIRECTORS

Director, Communications

With a large portfolio and several direct reports, the Director, Communications is responsible for consistent, on-brand and effective promotion and marketing of IABC London and relevant IABC Canada or International news and updates. Communication channels include social media, the IABC London website and monthly Connect e-newsletter.

Responsibilities:

  • Ensure members receive accurate information about chapter, regional and international IABC news and events.
  • Develop and monitor an annual editorial calendar for chapter communications.
  • Maintain brand consistency throughout all online media and marketing channels.
  • Prepare media releases to promote upcoming events, as needed.
  • Assist in effectively communicating upcoming activities and events to members.
  • Nurture relationships with local media and explore opportunities to provide articles and expertise where appropriate.
  • Maintain media contact list and accurate records of activities.
  • Prepare an annual budget for communication activities.
  • Work closely with chapter portfolios to gather web content, articles, etc. for IABC London communications.
  • Attend board meetings and present a monthly portfolio report.
  • Train successor.
  • Oversee and manage ~5 volunteers.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Minimum two years professional experience in strategic communications.
  • Ability to manage competing deadlines.
  • Ability to manage volunteers – previous volunteer management experience an asset.
  • Exceptional writer and editor.
  • Connections with local media an asset.
  • Proficient digital acumen: social media, email marketing, website usability.
  • Established people and project management skills.

Time Commitment: 10-20 hours/month

Director, Partnerships

The Director, Partnerships oversees the management and performance of the chapter’s sponsorship portfolio and works to develop and nurture relationships with sponsors, vendors, volunteers and other key stakeholders.

Responsibilities:

  • Work with the board to determine sponsorship needs and develop a realistic annual budget.
  • Develop a strategic sponsorship plan that includes sponsorship goals, monetary and in-kind needs, amounts and/or services and potential companies to approach.
  • Create scalable proposals to ensure best content/audience fit for prospects.
  • Develop a communications plan and supporting materials to relay available sponsorship opportunities to members and local companies.
  • Develop signed agreements for every sponsor (in-kind and monetary) that outlines the relationship, payment due date, benefits and cancellation terms.
  • Develop a tracking system to ensure that all contract deliverables are timely and complete.
  • Act as the first point of contact for confirmed sponsors and respond to any inquiries quickly and accurately, ensuring relationships are maintained.
  • Attend board meetings and present a monthly portfolio report.
  • Meet with potential partners and be comfortable with pitching sponsorship opportunities.
  • Train successor and oversee Partnerships volunteer.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Established relationships with area vendors and local companies.
  • Comfort with soliciting cash and in-kind sponsorship, potentially meeting with senior company executives.
  • Knowledge of budgeting and finance management.

Time Commitment: 10-20 hours/month

Director, Membership

The Director, Membership has the primary responsibility of recruiting and retaining IABC London members.

Responsibilities:

  • Develop and execute strategic initiatives to attract new members.
  • In collaboration with the Communications portfolio and the President, welcome new and renewing members in engaging and creative ways.
  • Send ‘Lapsing Soon’ reminders to members whose memberships are about to expire.
  • Develop and execute strategic initiatives for member outreach and engagement (i.e. Member events).
  • Support “Member Months” and other promotional activities offered through IABC International.
  • In collaboration with other portfolios, promote Chapter’s activities targeted to potential and existing members.
  • Attend board meetings and present a monthly portfolio report.
  • Represent the members’ needs and concerns to the Board and to IABC International.
  • Act as a membership champion in the London community.
  • Coordinate, with the support of a volunteer, the chapter’s Mentorship program.
  • Train successor to this role.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Exceptional interpersonal skills.
  • Comfortable interacting with members at all levels of IABC membership and professional seniority.
  • Ability to engage stakeholders and establish relationships with new members.

Time Commitment: 10-20 hours/month

Director, Professional Development (x2)

The Co-Directors (2), Professional Development, manage the annual learning, development and networking events for the chapter.

Responsibilities:

  • Develop, plan and execute professional development activities for the term September through June.
  • In collaboration with the board, develop a professional development strategy for the year, identifying topics based on member demographics and feedback, trending topics in communication and current/world events.
  • Source relevant speakers/panelists for professional development activities, identify and connect with industry professionals that can provide learning opportunities for the chapter.
  • Source venue/catering as required for in-person professional development activities. As needed, coordinate technology for virtual events
  • Develop promotional content for all events to feature on the IABC London website and social media channels, while working closely with appropriate board members and volunteers.
  • Attend monthly professional development activities, welcome event guests, introduce and thank event speakers.
  • Ensure professional development activities are posted to Eventbrite (event registration system) and chapter website.
  • Attend board meetings and present a monthly portfolio report.
  • Recruit and manage a portfolio committee and host regular meetings.
  • Train successor(s) to this role.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Minimum two years of professional experience in strategic communications role – event planning experience preferred.
  • Knowledge of the communications/public relations/marketing industry.
  • Ability to develop professional development offerings that appeal to a variety of audiences, from students to management-level communicators.
  • Eager, organized and attends to detail.

Time Commitment: 10-20 hours / month (per Director)

Director, Awards Programing (x2)

The Co-Directors (2), Awards Programming work together to plan and execute the chapter’s awards programs, including the Virtuoso Awards and Celebration event. Virtuoso is southwestern Ontario’s premier professional awards celebrating excellence in communications and the best in creative strategy and design. The Co-Directors, Awards Programming collaborate to attract award submissions and engage a large audience in the Virtuoso Awards Celebration event – our chapter’s largest event of the year. From managing a volunteer committee to executing effective communications campaigns, these self-motivated professionals pair strategy and creativity to engage colleagues from across the region in recognition of their work.

Responsibilities:

  • Lead the strategic planning, execution, and measurement of the annual Virtuoso Awards, Outstanding Communicator Award, Communications Champion Award and student awards.
  • Oversee the planning, execution and measurement of the annual Virtuoso Awards Celebration event.
  • Responsibly manage the Awards and Celebration budgets.
  • Recruit and manage a volunteer committee to help with planning and execution (includes assigning and delegating event roles and duties).
  • Manage the award submission and evaluation processes, including recruitment of volunteer evaluators, notification of results to entrants and distribution of award statuettes.
  • Work with the Communications Director to promote the Awards and Celebration event, as well as recognize award winners.
  • Collaborate with the Partnerships Director to secure and confirm sponsorships.
  • Leverage toolkits provided by IABC Canada East Region and IABC International to promote the national Silver Leaf Awards and global Gold Quill Awards to local stakeholders.
  • Attend board meetings and present a monthly portfolio report.
  • Train successor once term is complete.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Strong organization and project management skills.
  • Minimum two years professional experience with communications planning, implementation and measurement.
  • Experience with event planning and execution.
  • Seasoned people and/or volunteer manager.
  • Experience with managing project budgets.
  • Excellent interpersonal skills.
  • Significant attention to detail.
  • Experience with IABC awards programs (i.e., as an entrant, evaluator or volunteer) is preferred.

Time Commitment: 15-20 hours/month during planning and execution time frame from September to June (per Director; increases as award season begins)

Director, Certification

The Director, Certification promotes the Global Communications Certification Council (GCCC) certifications to IABC London’s audiences. This Director also maintains a close working relationship with the chapter’s most senior members, including those with the former Accredited Business Communicator (ABC) program designation.

Responsibilities:

  • Promote the Communications Management Professional and Strategic Communications Management Professional certification programs.
  • Act as a liaison for members and non-members to the Global Communications Certification Council.
  • Ensure members receive timely and accurate information about certification exam dates and locations.
  • Connect and engage with IABC London’s Accredited Business Communicators (ABCs) and other senior professionals in the region.
  • Attend board meetings and present a monthly portfolio report.
  • Train successor to this role.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Holds an Accredited Business Communicator (ABC), Communications Management Professional or Strategic Communications Management Professional certification.
  • Comfortable interacting with members at all levels of IABC membership and professional seniority.

Time Commitment: 5-10 hours / month

Secretary

The Secretary records the minutes of all board meetings and the Annual General Meeting. In addition, the Secretary maintains all current official chapter files which includes correspondence, a current copy of chapter by-laws and any other material necessary to support the functioning of the chapter.

Responsibilities:

  • Support the President with coordinating monthly board meetings, sending board correspondence and maintaining accurate contact lists for Board members.
  • Attend monthly board meetings, take minutes and track board meeting attendance.
  • Contact directors in advance to notify them of the date and time of upcoming meetings.
  • Send agenda, previous month’s minutes and dashboard to directors prior to meetings.
  • Collect and incorporate feedback for the minutes and integrate each portfolio’s additions to the dashboard.
  • Work with the President and Past President to plan and execute the chapter’s Annual General Meeting.
  • Train successor when term is complete.

Qualifications:

  • Professional member of IABC in good standing (membership must be maintained throughout term).
  • Attention to detail.
  • The ability to respond to inquiries within 24 hours.
  • Proficiency with Microsoft Office and Google products (Gmail, Sheets, Drive).

Time Commitment: 10-12 hours / month

LIAISON ROLES

Liaisons play a critical role in the success of IABC London. Liaisons work with a Director to manage the implementation and general operation of portfolio elements.

Job Board Liaison

This role solicits job postings from local employers and publishes them to communicators in the local community. The position actively fosters connections with employers, looking for feedback about the job posting process. The position reports to the President-Elect, working with them to develop outreach plans for soliciting new roles and stewarding local companies.  This position also works closely with the Director of Finance and chapter administrator to process and track payments. The role consistently works with online tools such as WordPress and Hootsuite. This position may also provide strategic recommendations or notable updates to the Board of Directors on an as needed basis.

Time Commitment: 4-6 hours / month

Web Liaison

Reporting to the Director, Communications and working with other communication liaisons, this volunteer role ensures the chapter website is functioning and content is up to date. The Web Liaison supports ongoing maintenance of the chapter website. This role requires proficiency in HTML, CSS and a good understanding of WordPress.

Time Commitment: 3-5 hours / month

Digital Content Liaison

Managing the social media channels for IABC London, the Digital Content Liaison is responsible for posting and sharing appropriate content on the chapter’s social media accounts. This role works closely with all portfolio directors to ensure the latest information and updates are broadcasted to the community.

Time Commitment: 5-7 / month

Design Liaison

Responsible for the creation of visuals for email marketing and web design, e.g. headers and website banners.

Time Commitment: 5 hours / month

Editor, Connect Newsletter

This position is responsible for the development of Connect, the monthly email newsletter for IABC London. Working with the Director, Communications and the chapter administrator, this liaison role secures and compiles written articles for publication in the newsletter.

Time Commitment: 5-7 / month

Community Liaison

Working alongside the other members of the Professional Development committee, the Community Liaison is responsible for assisting with the planning, development and execution of all PD events, including event themes, event logistics, event promotion, event registration and event attendee feedback.

Time Commitment: 5 hours / month

Student Liaisons

A Student Liaison has the primary responsibility of recruiting and retaining IABC London student members.

Responsibilities:

  • Champion IABC London to student peers.
  • Represent student interests to the Board.
  • Working with the Director Membership, develop and execute strategic initiatives for student member outreach and engagement.
  • Take the lead in encouraging student participation at IABC London events, such as: Virtuoso and monthly professional events
  • Promote student member value and benefits
  • Attend monthly IABC London Board meetings and events where students are present.
  • Support board members in engaging student members and act as student membership champion in the community.

Qualifications:

  • Currently enrolled student in the Public Relations – Corporate Communications program at Fanshawe College or Public Relations Diploma program at Western Continuing Studies
  • High level of professionalism
  • Ability to engage stakeholders and establish relationships with other student members

Time Commitment: 5-7 hours / month

Partnerships Liaison

Working alongside the Partnerships Director, the Partnerships Liaison is responsible for assisting with the planning, documentation and execution of partnership print and digital materials, including partnership levels, prospectus, partner advertorials, agreement dashboards, and google drive. Also, the Partnership Liaison is responsible for facilitating communication between the Partnership and Celebration teams.

Time Commitment: 5 hours / month

Awards Liaison

Working alongside the Directors, Awards Programming, the Awards Liaison is responsible for assisting with the planning and implementation of the Virtuoso Awards and Celebration event, including marketing communications, event logistics and facilitation of evaluation. The Awards Liaison plays a key role on the Virtuoso Awards Committee, acting as a support to the Directors, Awards Programming. 

Time Commitment: 5 hours / month

Membership Liaison

The Membership Liaison supports the Membership portfolio by assisting with membership initiatives and events, designed to recruit and retain IABC London Members. Duties may include sending out welcome letters and posting welcome notices to the Facebook Members-only group, planning and creating member profiles, coordinating any social media contests or events to encourage community engagement, and assisting with organization of new member meetings. 

Time Commitment: 5-7 hours / month

Mentorship Liaison

Reporting to the Director, Memberships, the Mentorship Liaison oversees the Mentorship Program by gathering and creating promotional content for the program, soliciting testimonials from previous program participants, following up with and providing resources for mentorship pairs, and soliciting feedback at the conclusion of the program. 

Time Commitment: 5-7 hours / month