About WWPR

2024-2025 WWPR Board of Directors Position Descriptions:

The following is a general list of board responsibilities and duties. Detailed duties are outlined in the committee manuals and additional information is available in the WWPR by-laws.

Responsibilities of All WWPR Board Members: 

• Attend at least six Board meetings per year (12 total meetings throughout the year). Calling into a meeting counts as attendance.
• Complete Board reports and send to Secretary by EOD the Friday before the Board meetings.
• Support WWPR Board Chairs in initiating policies and procedures, and setting goals for growth and development of WWPR.
• Attend all formal events (Washington PR Woman of the Year, Annual Meeting, Speed Networking, and Media Roundtable) and at least 6 WWPR professional development events during the year.
• Be the face of WWPR at public functions.
• Recruit new members and renew members.
• Attend annual retreat.
• Maintain your committee’s online page and provide updates for the website.
• Become active in WWPR social media accounts (Facebook, LinkedIn, Twitter, Instagram, etc.) by commenting, posting, retweeting etc.
• Have a turnaround time of one business day for phone calls and e-mails to other board members and outside requests.
• Find another board member to attend a committee meeting in your place or if you are unable to attend an event in which you are responsible.
• Turn in receipts and money for events and purchases to Treasurer within a week.
• Play an active role in the selection of the pro bono client every two years as well as the responsibility of certain tasks during the PR Woman of the Year event.
• Notify the President, Vice President, Past President, and Secretary anytime you are unable to attend a Board meeting and when you are traveling/unavailable, whether for business or vacation. Update the WWPR Google calendar accordingly.

• Serve as president/CEO and spokesperson for WWPR as well as chair of the Board.
• Manage organization’s policies, procedures, goals, and planning with input from the Board Chairs.
• Work with the Secretary to plan the consent agendas, agendas and events for Board.
• Attend and chair Board meetings throughout the year.
• Attend all professional development events and formal events including: PR Woman of the Year, Annual Meeting and Board Induction Lunch, Speed Networking, and Media Roundtable.
  • Greet members and guests.
  • Make announcements and introduce guest speakers.
• Chair nominations committee and work with the Secretary to prepare election slate.
• Work with WWPR Chairs to ensure all WWPR programs, publications, key messages, and activities meet the highest standards and bear current brand logo.
• Review and approve newsletter copy, program promotions, blast e-mail marketing, invitations, press releases, and any other outgoing communication.
• Work with the Treasurer to ensure the organization’s financial stability and tax status with both Federal agencies and local agencies.
• Ensure the fiduciary health of the organization.
• Between elections, recruit and recommend new Board Chairs when elected members are unable to fulfill obligations.
• Be the face of WWPR to outside organizations.
• Receive incoming e-mail from info@wwpr.org and respond to requests that fall outside of committee parameters.
• Welcome new members via e-mail.
• Serve as a judge and coordinate judging process for WWPR PR Woman of the Year.
• Contact each board member at least once a month.
• Check P.O. Box monthly.

• Support the President in initiating policies and procedures, and setting goals for growth and development of WWPR.
• Attend all formal events including: PR Woman of the Year, the Annual Meeting and Board Induction Lunch, Speed Networking, and Media Roundtable and as many other professional development and networking programs as possible; greet members and potential members.
• Assist fellow Board Chairs and their committees as needed.
• Preside at Board meetings and other WWPR events if the President is unable to attend.
• Assume other duties of the President as necessary.
• Become familiar with all Board roles/responsibilities and WWPR procedures in preparation for assuming the Presidency the following year.
• Receive incoming e-mail from info@wwpr.org and respond to requests that fall outside of committee parameters.

Note: Traditionally, the Vice President has served as “President-elect,” assuming the Presidency the following year. However, this is tradition only – it is not stated in the bylaws, the title “President-elect” is not used, and there have been years where circumstances have made it impossible for the Vice President to assume the Presidency.

• Coordinate meetings with the Advisory Council.
• Support the President and Vice President in needed capacities.
• Assist the President and Vice President in reviewing the newsletter, managing the LinkedIn page and responding to the info@wwpr.org e-mail.
• Provide support to other Board Chairs as needed.

• Lead annual budget preparation process; collaborate with Sponsorship and Membership chairpersons to outline revenue goals; coordinate with ELAs/WOY/Professional Development chairpersons on event budgets.
• Process checks and credit cards from events as needed.
• Do basic bookkeeping in Quickbooks. This includes recording all credit card deposits, fees, cash and disbursements in the two Bank of America accounts.
• Enter all activity in the American Express account in Quickbooks.
• Reconcile the checking and savings accounts each month. Make sure that the balance in Quickbooks agrees with the balance on the American Express statement each month.
• Prepare monthly financial reports in Quick Books. Basic reports include Balance Sheet with Prior Year Comps, YTD P&L with Prior Year Comps, monthly P&L Comps, YTD Budget vs Actual, and monthly transaction detail.
• Process checks from new and renewing members.
• Pay bills for WWPR. Go to Bank of America at least once per year with President and Vice President to change bank signature cards.
• Prepare taxes on an annual basis for WWPR. The 990 is due on May 15 of each year, and is on a cash basis.
• Provide reimbursements to Board members for out of pocket expenses.
• Maintain American Express credit card account and add and delete users as needed.
• Bill sponsors as needed.
• Maintain D&O and liability insurance.
• Prepare bi-annual DC Corporation report and make payments. Reports are due in January of every even numbered year.

• Work with the President to schedule Board meetings and other WWPR events.
• Create a Board directory and update as changes occur throughout the Board year.
• Draft Board meeting agendas and send to President and Vice President for approval.
• Distribute final copy of agenda and consent agenda via email to all Board Chairs one week prior to Board meeting.
• Write Board meeting minutes and send to President and Vice President for approval, no later than a week after the Board meeting.
• Distribute approved minutes within two weeks of the Board meeting.
• Archive Board minutes and agendas and maintain/organize Board Google Drive.
• Maintain an attendance sheet for Board meetings.
• Work directly with the President on the end of the year Board dinner.
• Work with the President to prepare election slate.

• Create yearly editorial calendar for WWPR’s online newsletter and distribute, indicating deadlines for copy submission, design and board approval.
• Create and execute against a complete PR plan for WWPR.
• Learn to use email distribution tools and assist other Board members with email content and distribution.
• Set editorial direction for newsletter, while being creative with new story ideas, features, etc.
• Develop a story list for each issue of monthly newsletter.
• Oversee Content Marketing committee and assign responsibilities accordingly to develop long-form blog content, video content and event wrap-ups/promotional content; follow up with committee and Board Chairs to remind them of copy deadlines.
• Coordinate with Digital Marketing chairs to promote content on all digital platforms and update WWPR website as necessary
• Publicize the PR Woman of the Year winner, including disseminating a press release over the wire and to media contacts.
• Direct communications activities with all other Board Chairs.
• Manage WWPR marketing and promotional materials including fliers at professional development events, brochures, mailings, etc.
• Publicize PR Woman of the Year winner, including disseminating a press release over the wire and to media contacts.
• Coordinate and publicize annual networking happy hour and partnership happy hours.
• Archive and file all relevant photos, press releases and press clippings pertaining to the Board and Board Chairs.

• The role of Diversity and Inclusion Chair is responsible for recognizing, creating, and implementing plans to promote diversity within WWPR by:
• Drive leadership awareness, commitment, and accountability for DE&I initiatives.
• Working in tandem with the Membership Co-Chairs, to recruit a diverse membership that best reflects the District of Columbia and our membership. This role will help create a brand that appeals to diverse applicants and removes bias by serving on the Board.
• Serve as a reviewer of our email marketing communications to ensure our messaging displays our values and commitment to diversity and inclusion.
• Lead WWPR’s efforts and commitment to ensure that the diversity of current and future members are reflected at all levels of organizations.
• Perform an audit of WWPR and our programming to identify our strengths and weaknesses and create a road map for improving our programming.
• Lead a minimum of one (1) for the Board of Directors focused in promoting and developing training programs to enhance employee understanding of inclusions issues.
• Lead initiatives to include inclusive representation at our signature events, Emerging Leaders Awards and Woman of the Year Awards. Serve on the candidate review committee for both events.
• Work with the Pro Bono Co-Chairs on developing DE&I related philanthropic and corporate purpose initiatives that further WWPR’s commitment to both our Pro Bono Clients and our values and commitment to diversity and inclusion.

• Develop digital marketing strategy and coordinate with Content Marketing chair to update and implement editorial calendar.
• Work with the Content Strategy Chair to create and send monthly e-newsletters via MailChimp.
• Update email distribution list monthly from member database.
• Act as WWPR’s webmasters: update and maintain www.wwpr.org.
• Post upcoming events, photos from previous events, newsletter, press releases, bios, PR WOY information, photos of Board Chairs, and other information as needed.
• Coordinate with other Board Chairs on digital strategy to promote their activities throughout the year on WWPR owned channels, including social media platforms.
• Update each of the committee pages per instruction from that specific Chairperson.
• Make sure that the website is fully functional at all times, contact server administrator or other parties if problems occur.
• Monitor traffic and submit meta tags and key words to search engines.
• Provide quarterly updates on engagement metrics across WWPR digital channels.
• Recommend visual and functional enhancements to WWPR’s website to improve user experience.

Maintain and monitor WWPR social channels, including

• Responsible for the overall coordination of the annual Emerging Leaders Awards reception, including the application, the nomination process, the recruitment of the judges, the award, and the RFP for the location
• Select date, location and keynote speaker.
• Coordinate caterer and beverage vendor, as needed.
• Recruit volunteer committee of 10-12 members, including Sponsorship, Content Marketing and Digital Marketing liaisons that coordinate directly with relevant committees.
• Manage all aspects of the awards, including engraving, ordering, etc., for the finalists and honorees.
• Work with the President and Vice President to coordinate the following:
  • Event theme/invitation design
  • Nomination process
  • Sponsorship/raffle item solicitation
  • Venue logistics
  • Speaker(s)
  • Budget
  • Publicity (coordinate with Content & Digital Marketing Chairpersons to publicize the event)
  • Emcee event
  • Finalist video shoot
• Obtain a videographer for the video shoot, and possibly the event, as well as an event photographer (preferably pro bono).
• Select someone to write story for the newsletter.
• Follow up with personal thank-you phone calls to the sponsors.
• Send thank- you notes to sponsors, donors of the raffle items, honorees, and committee volunteers.
• Send thank-you to keynote speaker and coordinate donation to the pro bono client with Treasurer. The donation is a direct result of the sale of the raffle items and it is made on behalf of WWPR.

• Monitor MemberFind.Me and coordinate/update new member welcome email.
• Develop membership growth strategy with goals defined by joint assessment with Treasurer, Partnership/Sponsorship Chair and Exec Board.
• Script a yearly member and non-member survey, finalize with the Board Chairs and then disseminate to the list servs.
• Spearhead a digital membership campaign and work with Professional Development, Woman of the Year, and Emerging Leaders Awards Chairs to have membership opportunities on-site at all events.
• Work with the Content & Digital Marketing Chairpersons to develop materials to market student memberships.
• Develop quarterly membership reports/demographics for internal and external WWPR use.
• Spearhead a student recruitment and retention strategy.
• Contact those members whose membership has expired on a monthly basis to find out their reason for not renewing. Recruit Board Chair to assist when needed.
• Work with the Content & Digital Marketing Chairpersons to develop/maintain membership infographic or other digital promotional content.
• Provide membership brochures and information to the Professional Development Chairs for all professional development events.
• Conduct membership committee meetings.
• Brainstorm new ideas to streamline the membership process, market WWPR membership and maintain members.

• Responsible for the overall coordination of the annual Washington PR Woman of the Year Award luncheon.
• Select date, location and keynote speaker.
• Organize tasting at the location.
• Recruit volunteer committee of 10-12 members, including Sponsorship, Content Marketing and Digital Marketing liaisons that coordinate directly with relevant committees.
• Manage all aspects of the awards, including engraving, ordering, etc., for the honorees and the PR Woman of the Year.
• Work with the President and Vice President to coordinate the following:
  • Invitation design/printing/mailing
  • Nomination process (coordinate with judging committee)
  • Sponsorship/raffle item solicitation
  • Hotel logistics
  • Budget
  • Publicity (coordinate with Communications & Marketing Chairperson (s) to publicize the event)
  • Emcee event
  • Introduction speeches for the honorees
• Obtain a videographer for the event as well as 2 photographers (preferably pro bono).
• Select someone to write story for the newsletter.
• Follow up with personal thank-you phone calls to the sponsors.
• Send thank- you notes to sponsors, donors of the raffle items, honorees, and committee volunteers.

Send thank-you to keynote speaker and coordinate donation to the pro bono client with Treasurer. The donation is a direct result of the sale of the raffle items and it is made on behalf of the keynote speaker.

• Select a new pro bono client every two to three years.
• Oversee the new client process including revising the letter and application; sending out the material to potential clients; reviewing the candidates; and organizing the site visits of the top two clients with the President and Vice President.
• Write a media plan for review with the pro bono client.
• Hold weekly conference calls with the pro bono client.
• Attend the pro bono client’s relevant staff meetings, board meetings, special events, and fundraisers.
• Meet with the pro bono client on a monthly basis with the committee.
• Manage all aspects of the communications plan with the pro bono client including writing press releases and key messages; pitching and booking media for special campaigns and initiatives, and providing media training and branding assistance.
• Respond to needs and ideas for future plans of the client.
• Provide a yearly “value of services” agreement to the pro bono client to describe the monetary value provided by communications counsel.
• Prepare a transition plan for the pro bono client after the two year term.

• Secure speakers, venues and topics for Professional Development events; ideally all logistics should be confirmed a month prior to the event.
• Work with the President and Vice President to plan and coordinate monthly events.
• Survey WWPR members for program ideas and present possibilities to the board.
• Enter all information on events into website backend, so that attendees can register online.
• Develop post-event surveys to send to attendees.
• Coordinate with Content & Digital Marketing chairpersons to promote events on the website and via e-mail, the newsletter, social media channels, and through calendar editors.
• Prepare nametags for each event. Make sure that all Board Chairs receive a specific color ribbon on their nametags.
• Bring the WWPR podium sign, portable logo and/or step-and-repeat to all formal and professional development events.
• Coordinate to either have a member of the PD committee and/or someone from the Content & Digital Marketing committees to attend each event and live Tweet/IG.
• Coordinate with Membership chairpersons to have someone attend each event and sign up new members.
• Bring extra blank nametags, markers, WWPR membership brochures, and program evaluations to each event.
• Give money collected to Treasurer within 24 hours of the event; you may write a check for cash collected.
• Bring at least one Square swipe for Membership dues and/or onsite registration fees.
• Coordinate any needs for change with the Treasurer.
• Write or select a volunteer to write wrap-up for each event; coordinate with Content & Digital Marketing chairpersons to post on blog and distribute via social media.
• Maintain speakers’ list on WWPR Drive for use in future event planning.

• Secure new and renewed sponsorship contracts.
• Track and ensure that each sponsors contract terms are satisfied before contract expir
• Develop and maintain partnerships with like-minded organizations, women’s groups, PR societies, and organizations focusing on young professionals, academia or causes to help increase awareness of WWPR and its mission.
• Collaborate with Treasurer to identify revenue goals.
• Coordinate with Professional Development, Membership and signature events chairpersons to develop custom sponsorship packages and plan any co-hosted events.
• Ensure cross promotion via newsletters, websites, social networks, mailing lists, and e-mail blasts.
• Provide high resolution logos and any other necessary graphics for use on website, in newsletter, etc.