Executive Secretary (Part Time)

About Federated Electrical Contractors (FEC)

Federated Electrical Contractors (FEC) is a nationwide network of top electrical contractors dedicated to collaboration, innovation, and delivering exceptional results. Our mission is to foster a sense of belonging among members, ensure member satisfaction, and uphold the highest standards of excellence in the electrical contracting industry. For nearly 65 years, FEC has offered selected, best-in-class peers the opportunity to learn and improve. The association is specific to privately held electrical contracting firms.

About the Role

The Executive Secretary is the sole paid staff position of Federated Electrical Contractors (FEC) and serves as the backbone of the organization’s operations. Reporting directly to the Board of Directors, this role is responsible for managing the organization’s financials, supporting host companies with meeting logistics, facilitating member communications, and ensuring compliance with legal and regulatory requirements. The Executive Secretary plays a key role in fostering alignment among members and creating a welcoming, inclusive environment for all attendees.

Key Responsibilities

• Financial Management
  • Develop and present annual budgets for board approval.
  • Track and report financials quarterly, ensuring reports are delivered within 7 days of quarter-end.
  • Collaborate with the accounting firm to prepare and file annual tax returns.
  • Maintain and process accurate financial records, and oversee all association expenses.
• Meeting Support
  • Assist host companies in planning and executing three annual membership meetings, providing historical data and guidance on logistics (e.g., room requirements, A/V needs).
  • Collaborate with NHS (event planner) to ensure smooth coordination of meeting venues and accommodations.
  • Personally manage and transfer meeting materials (e.g., name tags) between hosts.
  • Test A/V systems prior to meetings and ensure operational readiness.
  • Serve as the welcoming face of the organization, ensuring new attendees feel included and informed.
  • Track FEC 101 attendance and ensure new members are prepared for meetings.
• Member Communications
  • Manage all member communications, including newsletters, inquiries, and updates.
  • Facilitate alignment among members to ensure they derive value from their participation.
  • Conduct member satisfaction surveys and report findings to the board.
• Board Governance and Support
  • Support the board by facilitating smooth transitions, including onboarding three new board members annually.
  • Assist with the rotation of long-term board roles (e.g., Secretary, VP/Program Chair, President, Chairman).
  • Maintain and recommend updates to the organization’s bylaws.
  • Prepare the board packets, collect all committee reports in from the committee leads, and provide meeting minutes and reports from each meeting. Distribute this information to Board and the appropriate information to the membership prior to the meetings, no later than 7 days prior to.
• Compliance and Documentation
  • Prepare information for legal counsel and accountants to ensure compliance with nonprofit regulations and tax filings.
  • Develop and maintain a handbook and operational guide, including: step-by-step instructions for key tasks, historical meeting records and templates, onboarding checklists for new board members, contact lists for members, vendors, and partners.
• Professional Development
  • Pursue ongoing training and certifications in association management, financial reporting, and event planning.
  • Stay informed about best practices and tools to support the organization’s evolving needs.

Qualifications

• Proven experience in financial management, event planning, and/or association management.
• Strong understanding of board governance and nonprofit operations.
• Proficiency in financial software and other relevant technology and tools (e.g., CRM, project management software, Microsoft Suite).
• Exceptional organizational, problem solving, time management and communication skills.
• Detail-oriented and able to adapt.
• Ability to work independently while collaborating effectively with the board, members, and vendors.
• Personable, professional and engaging demeanor.

Travel Requirements

• This role requires travel to three annual membership meetings for 4-5 days each held in locations across the U.S. and internationally.
• Meeting locations include Santa Barbara, CA; Vail, CO; and Punta Mita, Mexico. Travel is both a requirement and a unique benefit of the role.
• Must possess a valid, unrestricted passport at the time of hire and maintain it in good standing throughout employment.

Position Details

• Position Type: Part-Time
• Hours: Approximately 60 hours per month, with seasonal variations (up to 100 hours during meeting months)
• Salary: $70,000 per year
• Reports To: Board of Directors
• Ideal Start Date: July 2026 or earlier to allow for collaboration and training with the retiring Executive Secretary for a minimum of a six month overlap and two meetings