Join the Team Executive Director

Position Summary

The Executive Director oversees the planning, execution and administration of all club programs, membership processes, scholarships, events, committees and operational systems. This role serves as the central coordinator between leadership, committees, staff and external partners to ensure efficient operations, strong member engagement, financial accountability and alignment with Rotary International and District requirements. Club administrator reports to club board of directors.

Key Responsibilities

PROGRAM & EVENT MANAGEMENT

• Direct planning, coordination and execution of weekly meetings, programs, special events, fundraisers, socials and service projects
• Coordinate with committees on speakers, speaker materials and program calendar, meeting agendas, presentations and on-site logistics
• Oversee event promotions, registration systems, payment processing, attendee tracking and post-event reconciliation
• Support committees with budgeting, vendor coordination, materials and timelines
• Track and administer RI giving programs
• Attend club events on nights and weekends as directed

MEMBERSHIP & ADMISSIONS MANAGEMENT

• Manage end-to-end membership admissions, transfers, and reinstatements in collaboration with committees and leadership
• Oversee application workflows, recommendations, approvals, onboarding and new member introductions
• Ensure accurate membership records across DACdb, RI, District databases, QuickBooks and other platforms
• Support recruitment, retention and engagement initiatives

MEMBER & LEADERSHIP SUPPORT

• Coordinate committee structures, chair assignments, annual goals and succession planning with leadership
• Support committee meetings, communications, reporting and board updates
• Create board meeting agendas
• Facilitate leadership transitions, board nominations, elections and annual planning processes [needs clarification refresh all documents, committee structures, financials, database to reflect change in leadership]
• Resource for members with regards to Rotary training, policies, any requests

SCHOLARSHIPS & YOUTH PROGRAMS

• Administer scholarship programs (Diploma Plus, YEF, Norman Vestal, others)
• Coordinate applications, committee reviews, awards, ceremonies, payments, and reporting
• Maintain compliance with program guidelines, timelines and funding availability

FINANCIAL & ADMINISTRATIVE MANAGEMENT

• Oversee financial operations including invoices, payments, deposits, reconciliations, budgets, audits and reporting
  • Process payroll, vendor payments, and scholarships
  • Manage multi-entity accounting through QuickBooks, Stripe and PayPal, and any other active platforms.
  • Prepare monthly reconciliation for all bank accounts. Preparation or oversight of monthly and annual financial reports for board review to include budget
  • Monitor physical assets, office space, storage units, equipment, etc.

SYSTEMS, DATA & COMMUNICATIONS

• Administer CRM and database systems including DACdb, Smartsheet, SurveyMonkey, Mailchimp, Evite, and Zoom, Dropbox, etc.
• Ensure data accuracy, reporting, attendance tracking and system integrations with Rotary International
• Direct creation of newsletters, email communications, promotional materials and digital forms through Mail Chimp, Canva, Publisher, or other applications
• Maintains repository of all photos, events, and historical items

COMPLIANCE & EXTERNAL RELATIONS

• Ensure compliance with Rotary International and District policies, reporting, grants and training requirements
• Serve as liaison to District leadership, auditors, vendors and external partners
• Support audits, bylaws updates, policies and governance documentation
• Attend all RI and in-person District training
• Participate in Rotary Large Club Organization

Core Competencies

• Program and operations management
• Cross-functional coordination and leadership support
• Financial oversight and reporting
• Process improvement and systems management
• Strong organizational, communication and problem-solving skills

Job Qualifications

EDUCATION & EXPERIENCE

• Bachelor’s degree in business administration, nonprofit management, communications or a related field (or equivalent professional experience)
• 5+ years of experience preferred in program management, nonprofit administration, operations, or a related leadership role
• Experience supporting boards, committees or volunteer-driven organizations
• Familiarity with membership-based organizations and event-driven programming a plus

TECHNICAL & FINANCIAL SKILLS

• Proficiency with CRM and database systems; experience with DACdb or similar membership platforms preferred
• Working knowledge of QuickBooks and online payment platforms (e.g., PayPal)
• Strong competency in Microsoft Office and Google Workspace; experience with tools such as SurveyMonkey, Zoom, and event registration platforms required
• Ability to manage budgets, reconcile accounts, track expenses and prepare financial reports

ORGANIZATIONAL & INTERPERSONAL SKILLS

• Highly organized with strong attention to detail and ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Ability to work collaboratively with volunteers, board members, staff, vendors and external partners
• Strong judgment, discretion and professionalism when handling confidential information

LEADERSHIP & WORK STYLE

• Self-directed, proactive and solutions-oriented
• Comfortable navigating complex organizations with multiple stakeholders
• Ability to anticipate needs, streamline processes and improve systems
• Commitment to Rotary values and a passion for service, community engagement and civic leadership

Starting at $70,000 + benefits + retirement + performance bonus