Executive Director Job Profile

Job Description Rev. 2 11-23-11

Job Profile - Executive Director

Job Purpose

The Executive Director is responsible for the successful leadership and management of the organization according to the strategic direction set by the Board of Governors.

Primary Duties and Responsibilities

The Executive Director performs some or all of the following:

Leadership

  1. Participate with the Board of Governors in developing a vision and strategic plan to guide the organization
  2. Identify, assess, and inform the Board of Governors of internal and external issues that affect the organization
  3. Act as a professional advisor to the Board of Governors on all aspects of the organization's activities
  4. Foster effective team work between the Board and the Executive Director and between the Executive Director and staff
  5. In addition to the President of the Board, act as a spokesperson for the organization
  6. Conduct official correspondence on behalf of the Board as appropriate and jointly with the Board when appropriate
  7. Represent the organization at community activities to enhance the organization's community profile
  8. Acts as hands-on leader while working with staff and others

Operational planning and management

  1. Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the organization
  2. Ensure that the operation of the organization meets the expectations of its members, Board and Funders
  3. Oversee the efficient and effective day-to-day operation of the organization
  4. Draft policies for the approval of the Board and prepare procedures to implement the organizational policies; review existing policies on an annual basis and recommend changes to the Board as appropriate
  5. Ensure that personnel, member, donor and volunteer files are securely stored and privacy/confidentiality is maintained
  6. Provide support to the Board by preparing meeting agenda and supporting materials

Program planning and management

  1. Oversee the planning, implementation and evaluation of the organization's programs and services
  2. Ensure that the programs and services offered by the organization contribute to the organization's mission and reflect the priorities of the Board
  3. Monitor the day-to-day delivery of the programs and services of the organization to maintain or improve quality

Human resources planning and management

  1. Determine staffing requirements for organizational management and program delivery
  2. Oversee the implementation to the human resources policies, procedures and practices including the development of job descriptions for all staff
  3. Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations
  4. Recruit, interview and select staff that have the right technical and personal abilities to help further the organization's mission
  5. Ensure that all staff receives an orientation to the organization and that appropriate training is provided
  6. Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review
  7. Coach and mentor staff as appropriate to improve performance
  8. Discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate and legally defensible procedures

Financial planning and management

  1. Work with staff and the Board (Finance Committee) to prepare a comprehensive budget
  2. Work with the Board to secure adequate funding for the operation of the organization
  3. Research funding sources, oversee the development of fundraising plans and write funding proposals to increase the funds of the organization. Fund Raising is seen as one of the key responsibilities of the Executive Director
  4. Participate in fundraising activities as appropriate
  5. Approve expenditures within the authority delegated by the Board
  6. Ensure that sound bookkeeping and accounting procedures are followed
  7. Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization
  8. Provide the Board with comprehensive, regular reports on the revenues and expenditure of the organization
  9. Ensure that the organization complies with all legislation covering taxation and withholding payments

Community relations/advocacy

  1. Communicate with members to keep them informed of the work of the organization and to identify changes in the numismatic community served by the organization
  2. Establish good working relationships and collaborative arrangements with community groups, funders, politicians, and other organizations to help achieve the goals of the organization
  3. Represent the Association in the local (Colorado Springs) community as opportunities present themselves

Risk management

  • Identify and evaluate the risks to the organization's people (members, staff, management, Board, volunteers), property, finances, goodwill, and image and implement measures to control risks
  • Ensure that the Board of Governors and the organization carries appropriate and adequate insurance coverage
  • Ensure that the Board and staff understand the terms, conditions and limitations of the insurance coverage

Qualifications

1. U.S. citizenship

Education

  • University degree (BA or BS), or equivalent, in a related field. An advanced degree such as an MBA is highly desirable. Some credit hours in finance and/or accounting or other continuing education a plus

Professional designation

2. None required, but applicable designation a plus

Knowledge, skills and abilities

3. Knowledge of leadership and management principles as they relate to non-profit/voluntary organizations (measurable) is critical
4. Knowledge of all federal and provincial legislation applicable to voluntary sector organizations including: employment standards, human rights, occupational health and safety, charities, taxation, CPP, EI, health coverage, etc...
5. Knowledge of current numismatic challenges and opportunities relating to the mission of the organization
6. Knowledge of human resources management
7. Knowledge of financial management, budgeting
8. Knowledge of project management
9. Knowledge of trade shows and associated details (hotels, food, transportation, etc...)
10. Knowledge of unions and their involvement with trade shows.

Proficiency in the use of computers for:

  1. Word processing
  2. Financial management
  3. E-mail
  4. Internet

Personal characteristics

The Executive Director should demonstrate competence in some or all of the following:

  1. Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency
  2. Behave Ethically: Understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
  3. Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
  4. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. Will adhere to a regular schedule of reports and other communications to both the staff and the Board of Governors as defined by the Board
  5. Creativity/Innovation: Development new and unique ways to improve operations of the organization and to create new opportunities
  6. Focus on member needs: Anticipate, understand, and respond to the needs of internal and external members to meet or exceed their expectations within the organizational parameters
  7. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
  8. Lead: Positively influence others to achieve results that are in the best interest of the organization
  9. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
  10. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
  11. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
  12. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
  13. Think Strategically: Assess options and actions based on trends and conditions in the environment, and the vision and values of the organization
  14. Personal Education: Shows the willingness to learn both in continuing education upon their knowledge base and to add new areas to their skills.

Experience

  1. Five or more years of progressive management experience in a voluntary sector (non-profit) organization, small and/or large.
  2. Management and oversight of a staff of 30-35 persons
  3. Strong business acumen
  4. Verifiable profitable history
  5. Knowledge of and experience within a collector-based community (such as numismatics) in roles such as a collector, dealer, author, or researcher
  6. Demonstrated ability to work effectively with an ever changing Board of Governors, senior staff, community leaders
  7. Strong consulting, negotiation, problem resolution, mediation, communication, and interpersonal skills
  8. Proven ability to work within a fast-paced, high-change environment
  9. Demonstrated sound business judgment and the ability to work successfully with all levels of professionals, backgrounds, and perspectives
  10. Exceptional leadership and management skills and the ability to motivate, develop, and inspire a team while creating a highly empowered organization
  11. A compelling leadership style that includes exceptional people management skills, program management, business and technology expertise, and the ability to inspire confidence in the ANA and its membership
  12. Ability to quickly build credibility and rapport with the numismatic and general public communities
  13. Understanding of the requirements and workings of a museum and/or library science.
  14. A very detailed understanding in an education guided organization that deals with everyone from the heads of governments down to the youngest of collectors.

Working Conditions

  1. Executive Directors usually work in an office environment, but the mission of the ANA may sometimes take them to non standard workplaces
  2. Executive Directors work a standard work week, but additionally will often work evenings, weekends, and additional hours to accommodate activities such as Board meetings and representing the organization at public events.
  3. The position entails moderate out-of-town travel.