Background: Since 1951, AWM has been the premier organization for women committed to supporting peers across all media segments working to expand their networks and raise awareness of their accomplishments. to achieve

The NYC Affiliate operates independently as a professional organization dedicated to women in the field of media in the Greater NY area with an emphasis on peer-to-peer experiences.  Through unique events and programming, AWM - NYC provides its members with the opportunity to make connections both personal and professional that inspire as well as educate.  We seek women who are interested in making authentic connections, sharing their experiences and have a desire to develop themselves personally and professionally.

AWM – NYC Board Member Position Description

Title: Board Member

Responsible to: The members of the Alliance for Women in Media, NYC Affiliate 

Board Eligibility: An individual candidate must be a NYC Affiliate active member in good standing and have been selected by a majority vote of the Nominating Committee and approved by a majority vote of the AWM membership.

Term: Presidents are elected to two (2) year term. Other officers and committee chairs may serve consecutive years.

Overall Role Objective: The working board leads all organizational aspects for the successful execution of AWM’s mission.

KEY RESPONSIBILITIES: Summary from Bylaws General – All Board Members

General Responsibilities Board Members

  1. Regularly attends board meetings and important related meetings.
    1. Attend at least 75% of the regular meetings of the Board. Advise the Chair or the President if you are unable to attend a meeting.
  2. Serve as an officer or chairs of at least one Board committee.
  3. Commits to the success of organizations events and activities.
  4. Volunteers for and willingly accepts assignments and completes them thoroughly and on time.
  5. Gets to know other committee members and builds a collegial working relationship that contributes to consensus.
  6. Assists in the recruitment of members to organization and to events

Presidents

  1. The Board President helps the board as a whole to think strategically about the organization's achievements for mission, vision and long-term goals, in the context in which it operates.
  2. Organizing and coordinating the board's activities, such as setting its annual agenda.
  3. Runs the Board meetings, appoints committees and performs duties as stipulated by the organization bylaws.
  4. As a representative of the organization, should be comfortable giving speeches, writing articles and representing the values of the Board.
  5. Actively Promote the organization in the industry.

Vice President

Serving directly under the President, the Vice President is next in line to become the President and serves as the board’s leader when the President is not present, such as during official board meetings. The Vice President is expected to serve a dual role as chair of a committee.

Treasurer

Financial management and/or oversight. The Treasurer manages or oversees the management of the financial affairs of the organization, including selecting a bank, reconciling bank statements, and managing cash flow. The Treasurer should be knowledgeable about who has access to the organization’s funds and any outstanding bills or debts owed. The Treasurer should create and maintain systems for ensuring the organization’s ongoing solvency and oversee the development of the organization’s financial policies. Helpful policies to consider include check signing authority, expense reimbursement, credit card usage, and petty cash policies, if applicable.

Budgets. The Treasurer is responsible for preparing or facilitating the preparation of an annual budget, as well as regularly monitoring and comparing the actual revenues and expenses incurred against such budget. The budget should be reviewed and approved by the board, however, the Treasurer should be prepared to explain and justify the document.

Reports. The Treasurer should have thorough knowledge and understanding of the organization’s financial reports and important financial ratios. The Treasurer should keep the board apprised of key financial events, trends, and concerns, and her assessments of the organization’s fiscal health. The Treasurer is also generally responsible for completing, or ensuring the completion of, required financial reporting forms (including the IRS filings as necessary) in a timely manner.

Board Secretary

  1. Keeps copies of the organization’s bylaws and the Board’s policy statements.
  2. Keeps lists of officers, Board Members, committees and General Membership.
  3. Leads the development of meetings and events calendar
  4. Communicates semi- annual calendar to the board and general membership.
  5. Manage all aspects of Monthly Board Meetings
    1. Notifies Board Members of meetings, coordinating location, dial-in and invites.
    2. Keeps record of Board attendance.
    3. Keeps accurate Minutes, recording all decisions of meetings and maintaining copies of minutes.
    4. Distributes copies of Board Minutes and actions to Board Members promptly after meetings.
  6. Conducts general Board correspondence.
  7. Makes sure members are notified of Annual General Meetings.

COMMITTEE CHAIRS

Committee Chairs establish objectives and strategies for their individual committee. They are responsible for recruiting committee members and providing a monthly report to the board.

Membership

  1. Establishes membership goals and works with events chair to ensure programs meet the members objectives.
  2. Develops programs, initiatives, and policies designed to increase membership. Creates, updates, and distributes information to current members as well as prospective members.
  3. Ensure existing Memberships are renewed on a timely basis, to include tracking which accounts are approaching renewal, initiating follow-up messages and prompts.
  4. Draft all membership materials for approval, including thank you letters, renewals, web content, emails, appeals and special marketing materials as needed.
  5. Responsible for coordination with Communications Manager regarding membership materials for events and any other marketing needs.
  6. Provide membership insights to board at large; developing the data to make informed decisions regarding organizations events and activities.

Social Media/Communications Director

  1. Develops overall communication strategy, directs and oversees communications programs that effectively describe and promote the organization and its events.
  2. Manages organization's internal/external communications activities including advertising, marketing, media relations etc.
    1. Coordinates with membership chair regarding all communications
    2. Oversees or produces appropriate advertising/promotions
  3. Lead and edit all content for organization web site and social media assets
    1. Responsible for updating the website, and any other social media assets for the promotion of special events or organization initiatives
    2. Recruit and coordinate content contributors
  4. Create budgets for your social media activities as needed
  5. Develops strategy and organizes promotion of Events and Initiatives:
    1. Develops template for event promotion: communicating to Event Chairs the required information for promotion (including event description, participants bios and headshots and any event logistics.)
    2. Creates copy and implements promotion of events and initiatives
    3. Coordinate post event promotion strategy
    4. Provides copy and promotional assets to Sponsors, Speakers and Panelists of events to promote events within their social media.
    5. Organize the “following” of NYC women media leaders on social media

Programming

  1. Coordinate events that provide robust and meaningful information/learning opportunities in line with the interests of the members and the mission of the organization.
    1. Working with President, Vice President and Board to identify programming relevant to needs of the AWMNYC membership.
    2. Develop, maintain and implement an event calendar with description of proposed events, communicating calendar to Board Secretary for publication.
  2. Plans the programs/events from start to completion involving deadlines, milestones and processes.
    1. Working with President, Vice President and Board, identify potential speakers and panelists for events
    2. Devise evaluation strategies to monitor event success.
    3. Manages full program cycle and effectively communicates to all stakeholders.
    4. Coordinate with Communications Director to deliver headshots and Bios in timely fashion for promotion on the organization Web Site and for use on organization Social Media Assets.
  3. Collects and maintains Speaker or Panelists Bios and Headshots

Partnerships and Activation Chair

  1. The Partnership Chair will be responsible for identifying and securing event and organization sponsorship.
  2. Partnership Chair will work closely with Programming Chair to ensure appropriate connection to sponsor and event topic.
  3. Ensure sponsors for events provide venues, and/or cover out of pocket food and beverage costs.
  4. Ensure that sponsors get recognition for any contributions made.
  5. Identify and secure appropriate venues for organization events and initiatives
  6. Manage the logistics of the event
    1. Coordinate with the on-site representative before, during and after the event as needed
    2. Provide venue information to Communications Chair as needed for promotion of the event
  7. Identify and secure food and beverage suppliers for organization events and initiatives
  8. Manage timelines and working with the Secretary and Communications Chair to manage correspondence with panelists or speakers
  9. Keep a record of sponsor details
  10. Send out a letter/email to sponsors regarding their commitments and post event send “Thank you” letter from the organization
  11. Organize any signage to be displayed or produced at events
  12. Ensure venues allows for 30 minutes of Networking before and after main event.
  13. Working with Membership lead, provide space for membership team to sign in existing members and register new members

Board Application and Roles & Responsibilities