Tennessee Chapter of the American Society of Landscape Architects (TNASLA)
RFP FOR EXECUTIVE DIRECTOR SERVICES
September 1, 2025
Click here for a printable version of this RFP.
The Tennessee Chapter of the American Society of Landscape Architects (TNASLA), a professional association nonprofit, is seeking an individual or professional association management company to provide Executive Director services to the Chapter (hereafter referred to simply as the “Executive Director” role). The Executive Director works with the TNASLA Executive Committee (our elected and appointed volunteer leadership board) to implement board-directed annual strategies within the annual Chapter operating budget.
Organization Summary:
Founded in 1899, the American Society of Landscape Architects (ASLA) is the professional association for landscape architects in the United States, representing more than 15,000 members. Landscape architects lead the planning, design, and stewardship of healthy, equitable, safe, and resilient environments.
TNASLA is one of the state chapters of ASLA, representing the practice of landscape architecture across the state of Tennessee. Within the Chapter, TNASLA has three sections (West, Middle, and East) to better connect with local member groups. The Chapter also maintains important relationships with the Tennessee Board of Architectural and Engineer Examiners, University of Knoxville School of Landscape Architecture, and allied professional organizations (such as AIA and ASCE). The Chapter hosts an annual rotating state conference, professional and student design awards, continuing education opportunities, and social gatherings for its members.
The Executive Director reports to the elected and appointed TNASLA Executive Committee board members and communicates on a regular basis with the President, President-Elect, and Treasurer. The Executive Committee provides strategic direction, decision making, and volunteer support, while the Executive Director ensures smooth operations, maintains financial stability, upholds compliance standards, and oversees communications for the Chapter.
The Executive Director Will:
Be the front-facing leader and voice of the Chapter.
Nurture important relationships with members, volunteers, sponsors, UTLA Student Chapter, and allied design professionals. Support volunteers in their various roles.
Lead the planning and execution of the annual TNASLA Conference with volunteer support.
Perform regular administrative tasks, such as Chapter communications, finances, records, reporting, and engaging with tax and legal professionals.
Help the Chapter grow and provide more services to its members long term.
Regular Responsibilities:
Chapter Communications (utilizing Basecamp website provided by ASLA):
Serve as the primary point of contact for the Chapter.
Maintain and organize Chapter documents and files, including managing access for the appropriate Executive Committee members.
Develop the TNASLA monthly newsletter.
Respond timely to internal emails from members, sponsors, ASLA, and other allied professionals.
Maintain public communications (emails, job openings, social-media posts, and website maintenance) with volunteer support.
Coordinate Continuing Education opportunities for members throughout the year, organized by the Section Chairs.
Stay up to date on Landscape Architecture issues.
Sponsorship Program:
Solicit sponsorships and communicate with sponsors.
Track sponsorship participation and potential leads.
Membership Development:
Maintain a current Membership roster and prospect database with data from ASLA.
Solicit new members and send reminders for expired memberships with support from the Membership Chair.
Assist with volunteer solicitation and training.
Quarterly Executive Committee Meetings (First – Third Quarter, Virtual/Hybrid):
Schedule quarterly meetings and assess for establishment of quorum.
Work with the Chapter President to develop the meeting agenda, including identifying voting items and attaching all supporting documents.
Coordinate with the Secretary to send the agenda and meeting minutes to the Executive Committee before/after the meetings.
Organize and communicate with the Executive Committee if a vote or discussion is needed between meetings.
Administrative Services:
Establish relationships with professionals including legislative counsel and accountant to ensure Chapter responsibilities are dutifully met.
Serve as a liaison to ASLA.
Maintain a master calendar for the Chapter and send invitations.
Maintain an organized system of Chapter records.
Work with the Treasurer to maintain Chapter books, reviewing all financial transactions performed by the Treasurer.
Ensure the association operates in adherence to all relevant legal and regulatory requirements, including association governance, financial reporting, and data privacy regulations.
Assist the Chapter in aligning its operations with its Bylaws and Strategic Plan. Update Bylaws and Strategic Plan if they are modified.
Maintain subscriptions for third-party software and services.
Order materials and supplies.
Annual Responsibilities:
Annual Conference (In-Person, Rotating Across TN):
Lead the Annual Conference Planning effort with assistance from the Conference Planning Chair and committee.
Schedule regular committee meetings (in person or virtual).
Develop and manage the conference timeline, coordinating speaker selection, site tours, content development, venue selection, attendee registration, and vendor contracts.
Establish the conference budget based on historical data and work with the committee to adapt it during the planning process.
Annual Planning Meeting (In-Person/Hybrid, Nashville, Fourth Quarter):
Organize annual planning meeting of the Executive Committee, including identifying meeting location and ordering meals.
Work with the Chapter President to develop the meeting agenda, including identifying voting items and attaching all supporting documents.
Coordinate with the Secretary to send the agenda and meeting minutes to the Executive Committee before/after the meetings.
Prepare the draft annual budget with input from the Chapter Treasurer for discussion and approval.
Develop the annual sponsorship package with input from the Chapter Treasurer and Conference Planning Chair for discussion and approval.
Facilitate annual Chapter elections (July - August)
Coordinate with ASLA and adhere to any Society requirements when working with the Executive Committee to prepare the slate of nominees.
With assistance from the Secretary, compile the list of those running for office and send out the digital voting form. Send the results to ASLA and the Chapter members.
Work with the Executive Committee to recruit members to fill current and anticipated vacant positions.
Qualifications Required:
Strong verbal and written communication skills, with the ability to connect with a diverse group and utilize digital tools such as website management platforms, social media, and email marketing.
Leadership skills to implement the goals set by the TNASLA Executive Committee, with the ability to inspire and manage volunteer leadership teams and make recommendations to the Executive Committee based on the Strategic Plan.
Strong organizational skills, attention to detail, and proactive problem-solving.
Team player with excellent people skills; ability to provide guidance and assistance to board members and volunteers in a tactful and diplomatic manner.
Ability to exercise good judgement on policy and public relations, keeping in the best interest of TNASLA.
Proven experience in event planning and management, particularly conferences or large-scale gatherings.
Experience with budgeting and financial management, including financial reporting and nonprofit compliance.
Location: Remote/Flexible, with travel required for the annual conference and occasional in-person Executive Committee meetings.
Employment Type: Part-time, independent contractor role. Time commitment is seasonally variable.
Submittal Requirements:
Proposals must include a cover letter, association company profile (if applicable), summary of services provided to similar nonprofit organizations, resume(s) of key personnel that will be working with TNASLA, and fee proposal including any terms of the contract.
Please submit via the TNASLA website in the form below.
RFP Advertised: September 1, 2025
RFP Closes: October 1, 2025
The proposal will be reviewed by the TNASLA Personnel and Nominations Committee, who may contact you with questions or to schedule an interview. The final contract for services may be negotiated and will be approved by the TNASLA Executive Committee. It is anticipated that services may begin as early as October 2025.
For questions, please contact tnasla@att.net.