Building Organizational Capacity
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Executive Director
Sample Job Description #1

Job Title: Executive Director

Reports to: Board of Directors

Supervises: All administrative staff

Responsibilities and Duties:
The Executive Director is the chief executive officer of the organization and is responsible for conducting its administration in an efficient and effective manner, in accordance with policies set by the Board of Directors.

The Executive Director will:

Financial Management
- Run the organization in a fiscally responsible manner within the Board-approved budget;
- Supervise the creation and maintenance of financial management systems necessary to the efficient running of the organization;
- Assess and bring to the attention of the Board areas in which financial systems could be improved, with the recommendation for action;
- Prepare, with Artistic Director and appropriate Board input, an annual operating budget and present for final Board approval in a timely manner;
- Supervise preparation of accurate and timely financial statements in accordance with Board needs as specified by the Treasurer, including monthly statement showing budget-to-actual income and expenses and quarterly balance sheets;
- Provide for cash flow management, projections and regular monitoring;
- Assure prompt payment of all payroll taxes and preparation of year-end reports to all required governmental agencies.

Personnel Management
- Assure smooth-running, efficient staff support for the organization by means of clearly stated job expectations, regular evaluations, delegation of tasks, and appropriate communication channels;
- Hire, supervise, evaluate and, if necessary, fire personnel, including seasonal hires;
- Recommend to the Board appropriate salary ranges for staff, changes in staff structure to improve efficiency, and specific merit and/or cost of living raises as appropriate for approval;
- Administer approved Personnel Policies and, if necessary, recommend changes to Board of Directors. Production
- Working in cooperation with the Artistic Director, supervise and approve the smooth-running production of all budgeted and approved programs;
- Working in cooperation with the Board of Directors and such volunteers as the Board directs, supervise the implementation of special events;
- Provide for hall management;
- Supervise management of all logistical and technical requirements of any organizational productions;
- Negotiate and execute all contracts relating to productions, including performers, venues, equipment, transportation, etc., in accordance with Board policies.

Marketing and Public Relations
- Supervise efficient box office procedures and customer service;
- Supervise preparation of annual written marketing plan that assesses current and target markets and identifies strategies for subscription and single ticket sales;
- Supervise preparation and implementation of annual written public relations plan;
- Supervise production and distribution of all promotional materials; - Set realistic earned income goals as part of budgeting planning process;
- Supervise tracking of ticket sales and assure proper database management;
- Supervise the creation of strategies to educate the public about the organization;
- Work with Board President in all matters affecting policy and release only statements that represent the established views of the Board.

Development
- With Board of Directors, set realistic contributed income goals;
- Supervise preparation of annual written development plan;
- With the Board and Development Director, monitor progress toward meeting goals, and suggest mid-course corrections as necessary;
- Supervise the preparation of regular status reports on development activities for presentation to the Development Committee and to the Board;
- Supervise preparation of development materials in consultation with Development Committee;
- Supervise grants management: research, submission, acknowledgment, tracking, reporting;
- Assure timely and accurate database management of donors and prospects, as well as a gift acknowledgment system;
- Provide for solicitor training for Board members.

Board Liaison
- Provide for staff liaison with all committees;
- Provide for reasonable clerical support to Board and committees;
- Regularly report to the full Board;
- Respond to all reasonable Board requests for information in a timely manner;
- Assess organizational needs and issues, bring them to the attention of the Board, and make recommendations for addressing them as appropriate;
- With the Board President, plan annual organizational retreat to evaluate prior year's activities and begin planning for next fiscal year and update the long-range plan.

The Alliance of New York State Arts Organizations has a 28-year history as New York's primary service association for community based arts and cultural organizations. The Alliance provides leadership and vision, and delivers services, resources and tools that strengthen community cultural organizations. The Alliance monitors, informs and mobilizes the field on statewide and national issues affecting the arts and assists local arts agencies in building community support and developing effective grassroots public policy.

245 Love Lane, P.O. Box 96
Mattituck, NY 11952-0096
Phone (631) 298-1234 / Fax (631) 298-1101