International Association of Advisors in Philanthropy
Application
Details
Posted: 01-Feb-25
Location: United States - Nationwide
Type: Contract
Categories:
AMC/Account Executive
Additional Information:
Hybrid/Remote is allowed.
Introduction
The International Association of Advisors in Philanthropy (“AiP”) is seeking proposals from qualified individuals or firms to provide bookkeeping and event planning services.
AiP’s MISSION
“Inspiring and equipping wealth advisors, philanthropic advisors, and communities of allied professionals to build their practice and support their clients’ philanthropic priorities.”
Our VISION
“AiP aspires to advance the profession as the premier philanthropic training and networking resource for communities of allied professionals.”
Our VALUES
Leadership, Learning, Integrity/Ethics, Collaboration, Effectiveness, Engagement, Innovation, and Equity
Our KEY INITIATIVES
Maintain, Retain, & Grow Membership
Grow Sponsorship
DEI Expansion
Our STRATEGIES
Deliver Compelling Philanthropic Training Materials and Events
Build Mutually Beneficial Strategic Partnerships and Grow Organizational Awareness
Market AiP membership and activities
Connect members to AiP and to each other
Create structure and support to maintain existing and develop new thriving AiP chapters
Develop sustainable sponsorship program and manage finances responsibly
Infuse DEI into all work, creating a space where all members feel welcome and heard, while encouraging brave conversations
AiP: BY THE NUMBERS
280 Current Members
4,000 on the Electronic Mailing List
2,400 in our LinkedIn Group
Average Event Attendance:
150 people at our Annual Conference on Philanthropy
40 people attend our Monthly Webinars
15 attend our Stanford PACS EPLI Workshops three times a year (120 total advisors trained)
Top membership professions include (self-identified):
30% – Philanthropic Advisors
21% – Financial/Wealth Advisors
10% – Nonprofit Professionals
6% – Attorneys
Top membership professional designations include (self-identified):
38% – CAP® (Chartered Advisor in Philanthropy)
15% – CFP® (Certified Financial Planner)
11% – JD
4% – CPA
The selected contractor(s) will support our mission as follows via this Scope of Work below. This work could be embraced as a team effort as well, rather than having one individual do all this work, with team specialists within. For example, it would be good for the same team member to always support board meetings, or the same person to lead on conference logistics, but it could be that someone else on their team supports finances and 990s, etc. AiP needs someone (or some people who are) incredibly detail-oriented, self-motivated, with excellent proactive communication, and with incredible, timely follow-through.
Bill and collect membership dues (through website/database platform, YourMembership)
Email non-paid members once a month
Maintain the accuracy of membership roster
Maintain membership reports for committee and board
Provide reports on specific things as requested
Respond to membership inquiries through email and telephone, including requests for invoice, receipt, refund, etc.
General/Program
Respond to emails and phone calls requesting information on AiP generally, membership inquires, media requests, etc.
Process incoming mail
Manage website – create event postings, update calendar, update general content
Create basic marketing materials, as needed
Provide collateral for board members traveling to a conference on behalf of AiP
Assist with sponsorship program
Prepare collateral
Communicate with sponsors
Coordinate and deliver benefits associated with each level
Monitor and post on LinkedIn (events)
Financial
Capture and record accurate expenses and payments
Maintain budgets and report on budgeted differences
Review invoices, approve for payment
Prepare accurate and timely financial statements, reconciled with bank account
Provide financial statements, bank statements, supporting documentation, and invoice to AIP exec committee each month
File important documents, financial, and tax filing information
Maintain 7 years of financial records
Maintain all 990 records
Event Planning & Support (specific Events broken down below)
Identify event venue (virtual platform or physical location), negotiate venue contracts employing best practices and industry knowledge, establish program time, and agenda
Coordinate and communicate with presenters
Prepare event posting for website
Take reservations via mail, phone, email, track registrations, collect payment
Reconcile event, process payments as needed, and deposit checks
Help develop effective fundraising strategies and custom sponsorship packages
Event promotion through email, mail, social media
Field phone call and email questions regarding events
Maintain list of presentations/presenter proposals for webinar and conference sessions
Coordinate any provided sponsorship benefits
Primary point of contact for outside vendors: flowers, photographer, audio-visual needs, etc.
Act as meeting host /staff registration desk
Invoice unpaid attendees, sponsors and follow up until collected
Event: Annual Conference Planning
Clear and detailed logistics – i.e., a comprehensive production schedule
Support committee in planning of conference programming
Negotiate with venue, service deposits, fees, and charges
Coordinate on-site needs including food, drink, audio visual, etc. for each event over multi-day conference
Make menu selections, accommodating dietary needs and preferences
Provide guarantees to venue, taking into consideration no-show and walk-in percentages
Travel, staff, and provide materials for conference
Support event speakers’ by providing general information, answering questions, coordinating travel and logistics requirements pre- and post-event
Coordinate and support AiP liaison to “host” and introduce speakers
Establishing consensus and motivating a team to take the event across the finish line.
Event: Webinars
Support committee in planning of webinars
Track attendance, survey results
Coordinate schedule and host pre-flight meeting with presenter and AiP host
Provide updated script for AiP host
Run back-end logistics – PowerPoint, post in chat, administer polls, etc.
Download, save, and post webinar recordings to YouTube and website
Event: Stanford PACS Workshops Specific
Attend committee meetings
Create event posting on website
Promote via emails and LinkedIn Posts
Run back-end logistics – PowerPoint, post in chat, administer polls, etc.
Maintain program records
Send follow up communication to attendees
File continuing education credits
Board and Committee Meetings
Coordinate Board and committee meeting dates
Maintain and send calendar invitations
Committees include: Resource Management, Content, Stanford PACS, Governance, Membership, DEI Task Force
Attend meetings and record meeting minutes/notes
Distribute and prepare meeting materials to board and committee members (agenda, minutes, financials, membership report, other items as requested)
Maintain roster, track terms, track attendance
Chapter Support
Create event posting on website
Promote via email to entire mailing list and specific chapter mailing lists
Support chapter leadership
Create and update chapter webpages, as needed
Support new chapter launches
Track registrations for chapter events
Create nametags and other collateral for chapter events
Proposal Requirements
Interested parties should submit a proposal that includes the following:
Cover Letter
Introduction to the individual or firm
Summary of relevant experience and qualifications
Detailed Proposal
Description of approach and methodology for providing AiP Executive Manager Services
Outline of key personnel involved and their qualifications
Proposed timeline and availability
Fee structure and estimated costs (e.g. fixed monthly rate or hourly rate)
References
Contact information for at least three professional references
Examples of previous work relevant to the services requested
Supporting Documentation
Resumes of key personnel
Proof of relevant certifications or licenses
Any additional information that demonstrates the ability to fulfill the contract
Evaluation Criteria
Proposals will be evaluated based on the following criteria:
Relevant experience and qualifications
Proven action plan that identifies goals and objectives.
Quality and clarity of the proposal
Cost-effectiveness
References and past performance
Evidence that events are consistently brought in on time and at or under budget
Alignment with the organization's mission and values
Submission Instructions
Proposals must be submitted electronically via e-mail by March 31, 2025 to:
About International Association of Advisors in Philanthropy
Introduction
The International Association of Advisors in Philanthropy (“AiP”) is seeking proposals from qualified individuals or firms to provide bookkeeping and event planning services.
AiP’s MISSION
“Inspiring and equipping wealth advisors, philanthropic advisors, and communities of allied professionals to build their practice and support their clients’ philanthropic priorities.”
Our VISION
“AiP aspires to advance the profession as the premier philanthropic training and networking resource for communities of allied professionals.”
Our VALUES
Leadership, Learning, Integrity/Ethics, Collaboration, Effectiveness, Engagement, Innovation, and Equity
