Job Description

Leadership Associate

Full Time

Hybrid (2 days a week downtown Chicago)

$50-55k with benefits

Position Summary

The Leadership Associate supports the governance and leadership activities of the American Planning Association (APA). This role provides administrative, logistical, and strategic support to the APA Board of Directors, AICP Commission, and APA’s component councils.

Critical Outcomes

• Execution of leadership meetings and events, support of governance-related initiatives, and help maintain effective communication with APA’s leaders and members
• Support of leadership team activities and communication channels
• Organization of processes and documents that support APA leader activities

Core Responsibilities

Governance and Leadership Support:

• Prepare and distribute meeting notices and detailed schedules of events for Board and Commission leadership retreats, the APA/AICP Annual Meeting, biannual leadership plenaries, and other leadership events.
• Publish meeting agendas and exhibits in advance of Board and Commission meetings and other leadership events, as needed.
• Take meeting minutes, facilitate the review process, and publish approved minutes to members.
• Coordinate recognition activities for incoming and outgoing leaders, including gifts, certificates, and acknowledgments.
• Manage AV, room setup, and food and beverage logistics for in-person leadership meetings, and teleconferencing logistics for virtual meetings.
• Maintain governance-related records, ensuring compliance with APA’s bylaws and governance best practices.
• Coordinate document management efforts for the Leadership Department, ensuring that files are organized, secure, and accessible.
• Manage the Get Involved mailbox, responding to inquiries and routing messages appropriately.

Leadership Engagement

Serve as a liaison between leadership bodies and APA staff, ensuring timely communication and alignment with organizational priorities Provide support and back up coverage for APA Chapter and Division leadership requests

• Support special projects and leadership development initiatives to enhance the effectiveness of APA’s volunteer leaders.
• Collaborate with other APA departments to support the integration of leadership goals into broader organizational objectives.

Qualifications (Education and Experience)

2-4 years’ experience in nonprofit governance, board/committee support, or association management, preferably in a professional membership association.

• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Exceptional written and verbal communication skills.
• High level of attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g., Zoom, Teams).
• Strong interpersonal skills with the ability to work effectively with volunteer leaders, staff, and members.
• Ability to handle sensitive and confidential information with discretion.
• Familiarity with volunteer management preferred.
• Experience managing meeting logistics and event planning for leadership groups preferred.
• Knowledge of association management systems (AMS) or related databases preferred.
• Occasional evening and weekend work, as well as travelling to attend leadership meetings and APA events, is required.

Direct reports

None

• Our organization is committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our impact will be.

Benefits Offered:

Physical wellness : Health, dental, vision, voluntary life and disability programs, and discounted access to gym memberships

• Mental wellness : Paid time off, dynamic work environment, and EAP
• Financial wellness : Bonus incentives, retirement account, and access to financial planning tools

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