Executive Director

About the CIAA

The Canadian Independent Adjusters’ Association (CIAA) is a professional association representing property and casualty independent adjusting companies. CIAA provides leadership for Canada’s Independent Insurance Adjusters by:

• Setting Standards for professional and ethical claims handling
• Advancing Expertise through continuing professional development opportunities
• Raising Professional Status through professional designations exclusively distinguishing independent loss adjusters. 
• Sharing Knowledge through a community of over 1500 individual members
• Representing & Promoting common business interests of licensed independent insurance adjusters in Canada to government, industry and the public on a provincial, regional and national level.

Duties and responsibilities 

Operational planning and management

• Be alert to and inform the board of any internal and external issues affecting the association/membership
• Act as an advisor to the Board on all aspects of the organization's activities
• Maintain official records and documents and ensure compliance with federal and provincial regulations
• Conduct official correspondence on behalf of the Board and jointly with the Board when appropriate
• Foster effective relations between the Board and staff
• Coordinate the development of a strategic plan to guide the organization
• Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the organization 
• Direct and oversee short and long term strategic plans (Objectives; initiatives; tactical plans; scorecard etc.)
• Oversee and support the efficient and effective day-to-day operations of the organization (Membership renewal/retention/recruitment; communications (internal and external); industry liaison contact lists; database; website; Ontario licensing exam  administration; member/industry/public inquiries; information dissemination; special projects; purchase office equipment; negotiate hotel contracts; industry liaison lists 
• Preparation of meeting agendas; supporting materials and minutes (National Executive; CIAA Executive Claims Council; Internal and External stakeholder meetings)
• Provide support to the National Executive; Regional President and Committee members by assisting in the preparation of meeting reports; Power Point presentations; communications; editing of Regional minutes
• Provide comprehensive reports updating the board on the activities of the national office at each executive committee meeting
• Provide background information, including: history; policies; cost/benefit analysis; financial and legal implications etc. on relative issues as required
• Provide support to the Regions in all aspects of the effective execution of events, programs and services
• Provide orientation for board members

Program planning and management

• Oversee and coordinate the planning, implementation, updating and execution of the organization's programs and services. (CE course accreditation provider status/CE Course accreditation application processes/CE course accreditation certificates; affinity programs; on-line education program; FCLA, CLA, FCIAA; FIFAA, AIFFA designation programs; CIAA CAT Response Resource program; Benevolent Foundation scholarship program)
• Event Planner – oversee and coordinate all aspects of the annual conference: budget; program, venue contracts; financials; registration materials; sponsorship; AGM materials; banquets; AV etc.

Human resources planning and management

• Recruit, interview and hire staff
• Ensure staff receive an orientation to the organization and that appropriate training is provided
• Determine equipment needs, taking into account annual budget allocations
• Maintain an effective and cost efficient office environment
• Establish a positive and safe work environment in accordance with all appropriate legislation and regulations
• Coach and mentor staff as appropriate to improve performance

Financial planning and management

• Prepare monthly reconciliations for all accounts (CIAA current and convention accounts; Pacific; Western; Saskatchewan: Manitoba; Ontario, Nova Scotia, Newfoundland, Benevolent Fund)
• Prepare monthly income statement and balance sheet
• Prepare comprehensive annual budget inclusive of detailed notes
• Administer funds within the authority delegated by the Board and according to the approved budget and monitor the monthly cash flow of the organization
• Purchase short and long term investments throughout the year when affordable and profitable. Attain best interest rate available and coordinate maturity dates for funds to be available as necessary
• Maintain full accounting of receipts, disbursements and all other financial transactions
• Payroll
• Compliance with all legislation covering taxation and withholding payments (Government remittances; Employee T-4’s etc.)
• Invoicing (Membership renewal; cheque requested stickers; On-line education program; FIFAA/AIFFA designation; EMO programs; convention; miscellaneous pertaining to regional events and committees
• Preparation and participation in annual audit (Make all revenue and expenditures available to the auditor and provide the relating documentation.  Prepare schedules and detailed summaries for each account.  Conduct a complete inventory of all office supplies.  Upon completion of all schedules and summaries, adjustments, accrued depreciation of fixed assets, deferred revenue, prepaid expenses etc. produce a year end (unaudited) income statement and balance sheet inclusive of detailed notes
• Research and implement non-dues revenue sources to increase the funds of the organization
• Back-up QuickBooks file using established procedures 

Relations/advocacy

• Respond to members’ requests/inquiries and provide assistance in a timely and efficient manner.
• Conduct membership surveys as necessary
• Prepare communications for members/stakeholders
• Represent the organization at industry events to enhance the organization's industry profile
• Prepare advertisements promoting the Association’s programs; services; events and members’ professionalism
• Establish good working relationships and collaborative arrangements with Government and industry organizations to help achieve the goals of the organization

Risk management

• Identify and evaluate the risks to the organization's staff, volunteers, property, finances and image and implement measures to control risks
• Ensure appropriate and adequate insurance coverage for the Board of Directors and the organization’s property and events