Nature of position: The role of the Executive Director is to partner with VAGD Officers and leaders in defining and achieving the mission and goals of the organization. The Executive Director is an exempt employee. It is important that the Executive Director use good judgment in decisions that will affect the organization, the VAGD Board of Directors, and the members. The Executive Director will execute the directives and policies of the VAGD Board to achieve membership growth, economic health, and effective programs to advance excellence in general dentistry and benefit members. The Executive Director is responsible for overseeing the administration, programs and strategic plan of the organization. Other key duties include fundraising, marketing, and community outreach. The position reports directly to the Board of Directors.
Technologically savvy (comfortable with all Microsoft Office applications)
Ability to work without supervision/work independently
Take ownership of projects, delegate as needed
Can commit to a flexible schedule with occasional evening and weekend requirements
Manage a diverse group of stakeholders
Comfortable navigating digital media for communications and marketing
The duties and responsibilities of the Executive Director include:
Administer day-to-day operations of the state office, including equipment, staffing, and supplies.
Responsible for signing all notes, agreements, and other instruments made and entered into and on behalf of the organization.
Maintain and update bylaws. Ensure that charter and 501 – (c) (6) status are maintained, and that vital records of the organization are stored and accessible.
Responsible for leading in a manner that supports and guides the organization’s mission as defined by the Board of Directors.
Responsible for communicating effectively with the Board and providing, in a timely and accurate manner, all information necessary for the Board to function properly and to make informed decisions.
At direction of the President, coordinate and arrange board meetings and strategic planning sessions.
Secure in-person or virtual meeting site, prepare and distribute agendas, meeting notices, and information packets for board and strategic planning sessions.
Organization Mission and Strategy
Work with board and staff to ensure that the mission is fulfilled through programs, strategic planning and community outreach.
Oversee the planning and implementation of all continuing education and social events.
Assist board to develop budget and theme for events.
Monitor the ongoing effectiveness of events including volunteer management, sponsorship sales, and logistics management.
Work with hotel management in the hotel contracts and meeting preparation
Contact speakers and coordinate speaker arrangements.
Develop promotional materials and coordinate promotional mailing and events, including mailings to members and non-members, digital marketing, poster displays.
Respond to inquiries and process registrations.
Set up and maintain database of registrants to monitor and prepare reports
Record and deposit fees.
Prepare meeting materials, pre-registration packets, badges, etc.
Oversee and assist committee members with all onsite activities: registration, exhibits, meeting room setups, food and beverage, speaker handouts, honorarium check, VIP events, etc.
Follow up analysis, critique forms, thank-you letters to speakers, volunteers, etc.
Manage the donor relations process, including identification, engagement, solicitation, and stewardship of individual, corporate, and foundation gifts.
Prepare exhibitor and sponsor prospectus.
Maintain prospect database.
Contact prospects and coordinate solicitation and signup of exhibitors and sponsors.
Membership, Marketing and Communications
Work with Membership Chair to develop membership goals, strategies, and promotions.
Coordinate member outreach including recruitment and retention campaigns.
Develop and disseminate association communications including emails, direct mail, social media, and Annual Directory newsletter.
Coordinate recruitment and engagement activities with local residencies.
Maintain vagd.org website.
Maintain member database.
Report membership data and help develop strategic initiatives surrounding membership.
In conjunction with the appropriate chairman, prepare documentation to submit for various national awards.
Act as liaison between National AGD and state constituent by attending monthly virtual meetings.
Assist the President in naming and notifying delegates and alternates. Notify national.
Coordinate recognition of Fellows and Masters.
Support the Regional Trustee as directed in keeping Board members informed regarding national activity, and in cooperating and interacting with AGD and other state constituents.
The VAGD Executive Director is responsible for all the VAGD functions, plus other activities that arise in the course of working with the leadership and membership of VAGD, the national AGD and our local components, related organizations such as the Virginia Dental Association and State Board of Dental Examiners, District Dental Societies, and others.
In addition to the normal workweek, the Executive Director is required to coordinate and/or participate in many weekend activities for VAGD. Typically, each year there are three major MasterTrack meetings, one annual meeting, and a possible task force or committee meetings regarding budget, membership, or other committee concerns. This is a fully remote position, but some weekend travel is required up to six times a year to events located in either Northern Virginia, Richmond, or Chesapeake.
The Executive Director has a responsibility to stay abreast, through reading, professional memberships, and continuing education for association executives, of current trends and environmental elements that may impact the Virginia AGD. The Board can support and encourage this educational involvement through which the Executive Secretary can and should bring insights to the board from outside the profession that will benefit them in their decisions and policy-making processes.
The Virginia Academy of General Dentistry, a constituent of the Academy of General Dentistry, is devoted to advancing excellence in general dentistry. The core values of our organization are lifelong learning, integrity and ethical behavior, fellowship, belief in the value and benefit of general dentistry.