Philadelphia and Vicinity Club Managers Association (PVCMA) is an alliance of more than 200 club
Philadelphia, Southern New Jersey and Delaware.
The objectives of PVCMA are to promote and advance friendly relations among persons connected with the
management of clubs and other associations of similar character; to encourage the education and
advancement of its members; and to assist club officers and members in securing the utmost in efficient and
successful operation through their managers.
PVCMA provides its members with opportunities for professional development through education, career
services, and scholarships toward certification programs. Members also enjoy camaraderie, professional
support, and opportunities to give back to the local community.
The Executive Director is responsible for all aspects of the PVCMA Chapter operations. The Executive Director
is the professional leader of the Chapter and is essential to maintaining continuity and strategic direction for
the organization. The Executive Director works cooperatively with the President of the Board, Board of
Directors, Committee Chairpersons, Club Foundation and a wide variety of volunteer members at-large.
Assists Chapter Board of Directors and Club Foundation in program development and administration in the
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Including, but not limited to, the following:
1. Develop, manage and continually grow comprehensive donation and event fundraising programs that
will advance the PVCMA and PCF Mission and short- and long-term objectives.
2. Responsible for securing corporate sponsors within the budget parameters.
3. Fosters the relationship with sponsors to build lasting partnerships.
4. Defines and communicates opportunities for possible sponsorship with the PVCMA Board.
5. Follow through on leads for potential sponsors that are shared by PVCMA members.
1. Attend Board meetings and document/distribute minutes and monthly reports. Prepare/coordinate
agenda along with pre-meeting conference call with Executive Committee.
2. Attend Chapter events, checking in all guests and maintaining sign in sheets for education credits.
Submit minutes and sign-in sheets to National Headquarters for education/activity credits for all
3. Support member engagement and serve as the primary contact for Chapter information.
4. Provide or make arrangements for photography at Chapter functions, documenting each event for use
in Chapter newsletter and on Chapter website, as well as future event marketing.
5. Maintain individual name tags for member use at Chapter functions.
6. Maintain orderly files for all physical and electronic records of Chapter. Maintain and provide
consistent backup of electronic files. Order and store Chapter office supplies.
7. Collect mail from the Chapter’s post office box, weekly or more frequently as needed.
8. Manage Chapter recognition programs including acknowledgement of outgoing board members,
scholarship recipients, manager awards, members achieving certification, etc.
9. Actively support CMAA initiatives which may include the Chapter of the Year program, the Chapters
Collecting for Communities Campaign, Club Foundation scholarships, Club Foundation fundraisers,
national committee participation, Managing Director initiatives, etc. Ensure that Chapter practices are
in alignment with the national association.
10. Act as Chapter liaison to CMAA.
11. Attend meetings of the Philadelphia Golf Alliance and, in general, promote friendly relations with allied
associations in the local area.
12. Promote participation and help to facilitate the bi-annual PVCMA/GAP survey.
13. Network and communicate with current and potential sponsors and maintain database of current
14. Maintain the Chapter’s Bylaws and periodically update and maintain the Policies and Procedures
15. Maintain signed copies of the Conflict of Interest Policy and Code of Conduct Policy for each member
of the Board of Directors.
16. Pursue professional development and education through the appropriate association or institution.
17. Represent the Chapter at CMAA’s World Conference and Leadership and Legislative Conference
annually. Participate in national committees and volunteer opportunities when invited and as
1. Create and maintain an overall communications plan for the Chapter.
2. Provide, service and maintain a dedicated phone line for Chapter phone calls.
3. Administer all emails for the Chapter, addressing “undeliverable” emails on a regular basis. Work with
surrounding chapters for invitations to education events.
4. Maintain Chapter website, licensing and content. Work with professionals to periodically update
5. Maintain social media presence, including but not limited to LinkedIn, Twitter and Instagram.
6. Compile articles, edit, email and post to website quarterly newsletters. Add feature articles as needed.
7. Send thank you notes to those providing assistance to the Chapter in any way.
8. Administer surveys of membership regarding educational programming and member satisfaction.
Conduct surveys of membership on behalf of members, with consideration for potential conflicts with
1. Act as a liaison to all committee chairpersons and student Chapter representatives, facilitating
committee operations by providing information, offering guidance and attending meetings as needed.
2. Work with all major events chairs (Philadelphia Hospitality Trade Show, Club Managers’ Golf Classic
Benefitting Make-A-Wish® Foundation and The Memorial Scholarship Tournament) on
communications to vendors and managers. Attend committee meetings and events.
3. Provide background materials and orientation for new members of the Board of Directors.
4. Process all membership applications and maintain Chapter roster, monitoring consistency with CMAA
records. Actively recruit and welcome new members to the Chapter.
5. Work with Treasurer to prepare annual budget for submission to the Board of Directors annually.
6. Maintain Chapter books for accounting.
7. Work with Treasurer and Insurance Agent to ensure the Chapter has appropriate coverage.
8. Make deposits to Chapter accounts and sign checks on behalf of the association as approved by the by-
laws. Prepare statement of deposits and disbursements for review by Treasurer monthly.
9. Prepare all invoices for dues and events. Assess finance charges and send statements to all past due
accounts monthly. Manage accounts receivable and prepare accounts receivables report for the
10. Reconcile Chapter accounts and prepare bank reconciliation report for Treasurer monthly.
11. Work with auditing firm on annual audit of books and preparation of tax returns and year-end
documents as needed.
12. Facilitate all aspects of the preparation and execution of the annual meeting.
13. Work with By-Laws chair to ensure accuracy of published by-laws and work on updates and changes as
14. Work with Welfare & Reception Chair to acknowledge all life altering events with cards, notes, flowers
or other applicable recognition, including but not limited to CMAA milestone accomplishments, career
changes, births or deaths.
15. Maintain current listing of job openings on Chapter website and email/post new positions as they
16. Work with Student Chapters to develop annual roster of student members within PVCMA with email
addresses for inclusion in marketing of Chapter events.
17. Prepare a monthly report for Board meetings detailing information from National, and updating the
Board on Chapter happenings.
18. See that the Board is kept fully informed of the condition of the organization and all important factors
influencing it. Propose new projects for the betterment of the organization as needed. Promote active
and broad participation by volunteers.
19. Work with the investment sub-committee to ensure we are working within the approved investment
OTHER DUTIES AND RESPONSIBILITES:
Additional duties and responsibilities may be assigned from time-to-time at the discretion of the PVCMA
No supervisory duties are included in this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill and/or ability required. The ideal
candidate will have strong organizational abilities to include planning, program development and task
facilitation. A strong knowledge of marketing, public relations and fundraising strategies unique to the
nonprofit sector is required. The candidate must possess strong written and oral communication skills, be a
persuasive and passionate communicator with excellent interpersonal skills to engage diverse volunteer and
EDUCATION and/or EXPERIENCE:
A college degree in hospitality, business, marketing or communications preferred. A career path marked with
stability and accomplishment noted by a steady progression of management responsibility. Private club or
hospitality specific experience is considered a plus. A strong working knowledge of MS Word, Excel, Publisher
and Quickbooks required.