Board Member Positions

      President

Job Purpose

Oversee and manage the general operation of the Oregon Business Travel Association (OBTA).  Responsible for compliance with Global Business Travel Association (GBTA) directives and standards; ensuring OBTA is held in good standing with the Chapter President’s Council (CPC.

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Served in a previous Chapter board position for a minimum of one term
• Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Attend at least 85% of all Board functions, and 75% of all association luncheon meetings
• Ensure Chapter remains in good standing with GBTA and CPC

 

Essential Functions

Preside at all meetings including Board of Director and general luncheon meetings under Roberts Rules of Order

Oversee all general business of OBTA to ensure all GBTA and CPC guidelines are followed

Review and approve all expenses

Provide oversight of all Association event and activities

Work with Board of Director members to ensure all duties and responsibilities are performed timely and accurately

Attend a minimum of two in-person Chapter President Council (CPC) meetings and events annually through elected term, or ensure another BOD holding GBTA membership attends on the Chapter’s behalf

Participates in CPC events, programs, and committees to maintain Chapter compliance with CPC standards and guidelines ensuring Chapter member access to scholarship opportunities, committees, or the Business Travel Professional Service Award

Attend Global Business Travel Association annual convention on behalf of the Chapter (if President is an Allied member and the employer is paying for at least half of the associated expenses, President should split activities between employer and CPC appropriately based upon the amount of employer contribution)

Maintain a record of all Chapter materials and collateral for successive Chapter administrations

Serve as an example and mentor for all members related to ethical code of conduct and ethics

Oversee the hiring and execution of at least a bi-annual audit of the financial records of the Chapter by a Certified Public Accountant (CPA) within 60 days of the close of the Chapter’s fiscal year

Engage community members, volunteers, business owners, and charity partners in the mission of the organization. 

Other duties as customary to the office of President of the Board of Directors for a professional organization.

 

        Vice President

Job Purpose

Oversee and manage the governing documents of the Oregon Business Travel Association (OBTA), including but not limited to Bylaws, Rules and Regulations, and Job Descriptions.  Take an active role in the general affairs of the Chapter assisting the President as necessary and acting in the President’s absence.

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Ensure Chapter remains in good standing with GBTA and CPC

 

Essential Functions

Keep and preserve the Bylaws and Rules and Regulations of the Chapter, along with other Chapter document as may be created over time

Assist the President with any and issues and Chapter general affairs

Act on the President’s behalf during his or her absence from Board of Director meeting, general luncheon meeting; Chapter President’s Council meetings and events, and other events/activities as requested or assigned

Oversee website activities and content.  Ensure timeliness and relevance of all postings.

Manage Member of the Year tracking and nominationsServe as a member and/or liaison for major events the Chapter may undertake from year-to-year

Maintain Board of Director job descriptions to reflect current activities and trends

Serve as an example and mentor for all members related to ethical code of conduct and ethics

Other duties as customary to the office of Vice President of the Board of Directors for a professional organization

Engage community members, volunteers, business owners, and charity partners in the mission of the organization. 

 

      Secretary

Job Purpose

Oversee and manage the general correspondence and documentation matters of Oregon Business Travel Association (OBTA).  Responsible for creating and updating records of the proceedings and activities of Chapter.

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Attend at least 85% of all Board functions, and 75% of all association luncheon meetings

 

Essential Functions

Record the activities and actions of the Board of Directors (BOD), transcribing the account into meeting minutes for retention and future review

Send meeting minutes to BOD within one week of Board meetings

Present the BOD with a complete record of actions, assigned tasks, etc from each meeting in a timeline that allows for Board review prior to the next meeting

Issue, review, and manage all RFPs related to catering and hotel service providers for both BOD and general luncheon meetings.  Review costs with Treasurer to ensure it meets budgetary requirements. Coordinate meeting locations with Director of Education to ensure meeting space and facilities are appropriate for each event.

Maintain a record of general luncheon meeting rooms, service, food presentation, etc to help facilitate Silver Platter Award discussions during fourth quarter

Facilitate general membership voting for annual Member of the Year Award

Ensure  thank you notes are sent to speakers and to other guests as necessary

Maintain all Chapter records and documentation ensuring full access by BOD members.

 

 Treasurer

Job Purpose

Oversee and manage the financial matters of Oregon Business Travel Association (OBTA).

Responsible for creating a fiscally responsible annual budget, reporting the financial position of

the Chapter at monthly Board meetings, and recommending budget adjustments during the mid-year review

Minimum Critical Competencies and Qualifications

· Member in good standing of OBTA (hereafter referred to as Chapter)

· Employed in a travel-related service industry or in a position that procures travel

services for employees of an organization as outlined in Article 3 of the OBTA Bylaws

· Attend at least 85% of all Board functions, and 75% of all association luncheon meetings

Essential Functions

Create and submit for Board approval a fiscally sound and responsible annual budget for

Chapter operations as follows: preliminary budget submitted for Board review and comment at

the December Board of Director meeting; the final budget to be reviewed at approved at the January half-yearly retreat.

Provide monthly financial statements for Board review comparing actual expenses to budgeted

dollars in a format prescribed by the Board at least one week in advance of BOD meeting

Manage all financial transactions including checking accounts, merchant transaction fees, etc.

Deposit Chapter checks as needed, reconcile credit card receivables, and negotiate/renew

service provider contracts and fee schedules as appropriate. Prepare all required IRS

documents as directed or instructed by the Chapter accountant. Work with the Chapter

accountant to gather, review, and file all IRS documents as required by law.

Prepare, present, and maintain all financial records and documents for the Chapter. All

financial records are subject to accountant review.

 

      Education/Program Director

Job Purpose

Oversee and manage the educational programs and events conducted by Oregon Business Travel Association (OBTA).  Responsible for identifying and securing program content that meets the individual and collective needs of the Chapter membership.

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Attend at least 85% of all Board functions, and 75% of all association luncheon meetings

 

Essential Functions

Identify topics of interest to Chapter membership, maintaining a focus on hot and emerging topics and trends

 Secure speakers for monthly meeting maintaining a vigilante regard for Chapter budget limitations.  secure LOW or complimentary airline, lodging, and ground transportation accommodations whenever possible.  Coordinate with Secretary and Treasurer to ensure sponsorship and in-kind donations are fully utilized.

 Review speaker contracts with Executive Director, and provide timely copy to President, prior to execution 

Acquire speaker biography allowing website and e-blast publication and in-person introduction at Chapter meeting

Coordinate speaker needs for audio/visual equipment, handouts, etc

Ensure any speaker invoice for services is received by the schedule function and submit to the Executive Director for payment

Provide speaker feedback using on-line survey results

Arrange for speaker gift where no fee is paid

Engage community members, volunteers, business owners, and charity partners in the mission of the organization. 

Coordinate Chapter Education Day events as scheduled by the Board of Directors.

 

   Membership Director

Job Purpose

Oversee and manage the membership programs and events conducted by Oregon Business Travel Association (OBTA).  Responsible for recruiting and retaining Chapter membership, expand and strengthen membership-based activities to maintain a balance between Allied and Direct members

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Attend at least 85% of all Board functions, and 75% of all association luncheon meetings

 

Essential Functions

Work with Allied members to circulate the OBTA name and purpose to clients

Initiate programs and events to enhance the recruitment of new and retention of existing Chapter members

Conduct annual membership drive activities, including but not limited to:

• Committee call-arounds

• Cold calls to travel service providers and buyers of organizations

• Letter/email campaign using Business Journal, other organizations as source for prospective member organizations

 Provide membership status and recent activities report at monthly OBTA Board meeting, including a brief bio for any new members, and membership count compared to budget

 Oversee assigned Committee Chairs and activities such as Membership Recruitment, Membership Retention, et al.

Review, revise, and re-work existing membership collateral materials in conjunction with President.

Speak periodically at general luncheon meetings regarding the status of membership growth, encouraging the general membership to be active participants in ensuring Chapter growth

Engage community members, volunteers, business owners, and charity partners in the mission of the organization.

Manage association website, working closely with the Treasurer to ensure registrations are correctly and accurately captured.  Work with Director of PR and Marketing to ensure sponsorships are correctly posted and updated.

 

      Director of PR and Marketing

Job Purpose

Oversee and manage the social media communication, advertising, and event sponsorships of the Oregon Business Travel Association (OBTA).  Responsible for compliance with Global Business Travel Association (GBTA) public relations and marketing directives and standards.

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Attend at least 85% of all Board functions, and 75% of all association luncheon meetings

Essential Functions

Keep membership informed of upcoming meetings and events through social media outlets such as; OBTA website, Facebook and LinkedIn, Twitter, Pinterest, et al

Update OBTA website and inform business media outlets of Chapter events through press releases:  Portland Business Journal, Oregonian, and Business Travel Management

Solicit and manage sponsorships for monthly Meetings, annual Auction, and other events as appropriate, i.e. Education Day, golf tournament, etc

Increase awareness of the Chapter with the local business community through promotions or advertising with the goal of increasing Chapter membership

Engage community members, volunteers, business owners, and charity partners in the mission of the organization by closely working with the Education and Membership Director. 

Oversee and direct the activities of the Sustainability Committee Chair ensuring green initiatives and facts are presented during Luncheon meetings as appropriate, and working to focus on ‘green’ topics for April meetings in recognition of Earth Day.

 

    Direct Member Liaison

Job Purpose

Develop programs and activities focused on the needs of Direct Members of Oregon Business Travel Association (OBTA).  Coordinate Direct Member Exchange meetings with the sole purpose of providing training, education, and member discussion opportunities that enhance the Direct Members experience with OBTA.

Minimum Critical Competencies and Qualifications

• Member in good standing of OBTA (hereafter referred to as Chapter)
• Employed in a position requiring the procurement of travel services for employees of an organization as outlined in Article 3 of the OBTA Bylaws
• Attend at least 85% of all Board functions, and 75% of all association luncheon meetings

 

Essential Functions

Coordinate and host a minimum of three Direct Member Exchange meetings per annum to discuss key industry ideas and encourage the exchange of information between members

Work with Directs Members (Directs) of the Chapter and be their voice with the Board of Directors related to ideas and issues

Work with the Membership Director to help promote Chapter growth and member retention

Work with Education Director to help determine appropriate topics that address Direct Member interests and needs

Engage community members, volunteers, business owners, and charity partners in the mission of the organization.