Executive Director HawkSoft User Group

YWCA Clark County; Canby (OR); Remote; USD 80,000 - 120,000; Full time

Job summary

YWCA Clark County seeks an Executive Director to lead and foster a thriving user community for HawkSoft. The role involves overseeing event planning, enhancing attendee experiences, and managing budgets, alongside developing key stakeholder relationships. Ideal candidates will possess a strong background in meeting planning, exceptional communication skills, and a passion for community building.

Qualifications

• 5+ years of experience in meeting planning required.
• Experience in leading corporate events from inception to execution.

Responsibilities

• Oversee the planning, budgeting, and execution of all HUG events.
• Manage day-to-day operations on behalf of the HUG Board of Directors.
• Build relationships with sponsors/vendors to meet financial and experiential objectives.

Skills

Attention to detail

Excellent communication skills

Self-discipline

Agility to respond to change

Education

Bachelor's Degree in Business Administration or related field

Job description

Are you ready to lead a community of thriving, passionate, and engaged business owners and
entrepreneurs?

HawkSoft, a leader in agency management systems for independent P&C agencies, has a vibrant and
engaged user community - HawkSoft User Group (HUG). Our events and activities stand out from
others in our industry for their warm, welcoming, and down-to-earth feel. More living room than
ballroom.
About this role

We are looking for an Executive Director who will be responsible for overseeing all aspects of our HUG
user community: attendee experience, planning + execution of conferences to create a best-in-class
experience, and conference performance and financial outcomes. You won't just manage events-you'll
shape the future of HUG, fostering an engaged community that positions independent agencies to learn
from each other and thrive. The Director will work with key stakeholders at HawkSoft and HUG Board of
Directors (who are volunteers) to create the vision of HUG's member services/programs and
conferences. They will take ownership of all HUG initiatives from inception through delivery.

Here's our current in-person annual event schedule:

• 1 national conference (Spring)
• 1 leadership/executive retreat (Fall)
• 7 regional conferences (Fall)
• 2-3 HUG Board retreats for strategic & committee planning

Responsibilities
Community Leadership

Build and execute a vision for a thriving user group, collaborate with HawkSoft leadership and HUG
leadership, and foster strong relationships with sponsors/vendors.

• Design, execute, and coordinate a plan to build a thriving user group
• Liaison between HawkSoft's CMO and the President of the HUG Board of Directors
• Develop deep relationships and work closely with sponsors/vendors who help HUG events meet
  our financial and experiential objectives

Event Management

Oversee the planning, budgeting, and execution of all HUG events, balancing a best-in-class experience
for attendees with fiscally-responsible events.

• Create a compelling value proposition for new and returning attendees and partners
• Manage budgets for portfolio of events
• Lead negotiations and recommendations for service contracts for conference facilities, hotels,
  audio/visual, decorations, food/beverage, transportation, and other vendors in a collaborative
  manner with team inclusion
• Ensure appropriate reporting is in place for all key stakeholders. This includes but is not limited
  to financial, attendee registration, exhibitor/sponsorship, and operational progress. Provides
  comprehensive post-event reports and analysis to key stakeholders.

Operational Oversight

Manage day-to-day operations, supervise staff, and ensure the quality of HUG's marketing, educational
programs, and communications.

• Manage day-to-day operations on behalf of the HUG Board of Directors
• Ownership for agenda, budget, event programming, and meeting deadlines
• Oversee marketing activities for HUG and ensures quality content for users
• Prepare calendars, reports, invoices, summaries, financial statements, travel itineraries, and
  other documents pertaining to HUG activities.
• Identify new funding sources to meet organizational budgeting objectives
• Oversee HUG website, social media, newsletters, webinars, and other educational programs
• Supervisory responsibilities over a staff of two
• Other duties as assigned and necessary to ensure the success of the user community

Knowledge, skills, and abilities applicants should have

• Natural resonance with HawkSoft's core values
• Discipline to self-direct and create + execute their own goals without heavy direction
• Strong (borderline obsessive) attention to detail with their work and meeting deadlines
• Agility to respond to changing needs and priorities
• Excellent communications skills and ability to convey complex ideas with clarity

Experience and education

Required:

• 5 or more years of experience in meeting planning
• Experience leading corporate events from inception to execution

Preferred, but not required:

• Bachelor's Degree or higher in Business Administration, Hotel and/or Meeting
  Management, or a related field.
• Certified Meeting Professional (CMP) or Certification in Exhibition Management (CEM)
• Direct experience or familiarity with the insurance and software industry

Work environment

• 100% remote work
• 25% travel per year is expected
• Will need to attend conferences and industry events domestically on a regular basis. No
  international travel forecasted.

How to apply

Send a customized cover letter and resume via the link below. Emailed resumes will not be accepted.

In your cover letter, please tell us what "community building" means to you.

Here's a tip on how to get invited for an interview: use your cover letter to explain why your background
is a good fit specifically for the requirements of this position. The cover letter is an opportunity to show
us your persuasive skills, how well you can tailor your message to our job posting, and convince us that
you actually read the entire posting.