I.  Position Summary

The Executive Director manages a team that stages the non-profit Big Sur Marathon Foundation’s (BSMF) world-class races, as well as its youth and community programs. The position reports to the board of directors. The Executive Director has broad oversight of all race operations, hires and retains staff, engages contractors, provides financial management, leads strategic planning and implementation, works with the board to ensure appropriate financial resources, maintains a culture that reflects the vision and mission of BSMF, conducts fundraising, provides broad oversight of its volunteer program, and fosters excellent community and board relationships that fulfill the mission.

The Executive Director has expertise in and/or a passion for running, running events and fitness generally, is the face of BSMF and collaborates closely with the race management provider. The race management provider serves as race director for both races.

II.   Job Duties

1.    Staff, contractor and business management (35%)

Summary: Recruits, onboards, develops, supervises, evaluates, and supports all employees. Collaborates with the race management provider, contractors and vendors to ensure high quality service provision, contract compliance, and integration of services with staff, volunteer groups and Events Committee members. Ensures compliance with business and employment-related laws, and that staff, the race management provider and contractors deliver agreed-upon outcomes.

a.     Staff Management

• Directs and determines the workflow, competencies and development of staff to successfully achieve the organization’s goals.
• Inspires motivates, educates, evaluates, rewards, disciplines and monitors staff for best performance and productivity.
• Anticipates staffing needs and vacancies, ensures recruitment and hiring occurs in a timely fashion.

b.     Race Management Provider, Contractor and Vendor Management

• Collaborates closely with the race management provider and ensures clear roles and responsibilities are in place.
• Working with the race management provider, manages vendor and contractor projects and programs; reviews contracts to ensure appropriate scope of work and terms are in place to deliver needed services.
• In collaboration with the race management provider, creates and updates vendor and contractor accounts and their contacts, services renewal, notarized statements, and signature cards. Ensures event vendor estimates, invoicing, and overall contracts are competitively priced, accurate and current.

c.      Business Management

• Complies with employment laws.
• Ensures all legal requirements are met, including tax filing, form 990s and insurances are accurate and paid on time.
• Procures insurance coverage (general business, umbrella, directors and officers, auto.)
• Consults with sponsorship and partnership contractors to make sure partner donations, both cash and in-kind, are documented for accounting purposes.

2.    Event management and volunteer program oversight (20%)

Summary: Collaborates closely with the race management provider. Supervises Events Committee, volunteers, staff, contractors and vendors to stage world-class races and implement community programs as directed by the board.

• Acts as the face of the organization including on race weekends at events (Expo, clinics, pasta dinner, awards ceremony, race start, race finish, hospitality tents, etc.)
• Maintains high customer service standards that address concerns of all stakeholders (runners, volunteers, community, sponsors, etc.)
• Collaborates closely with race management provider; race management provider engages race-related contractors and vendors.
• Organizes, attends and provides direction at Events Committee meetings.
• Oversees the development and implementation of the BSMF Volunteer Program.
• Regularly reviews race management provider’s communications products and activities, including race communications, traditional and social media.
• Oversees BSMF creation of community relations-focused communications, including non-race related news releases, fundraising solicitations, donor recognition, and others as required.
• Remains current on potential areas of liability exposure and secures all appropriate insurance.

3.    Board relations and strategic planning (15%)

Summary: Works with the board to develop and implement the organization’s strategic plan. Attends committee meetings as needed and provides regular staff, contractor, budget, strategic plan and program updates.

• In collaboration with board chair and the Strategic Planning Committee, leads the development of the institution’s strategic plan and ensures its goals are met.
• Works with board chair to set agendas for meetings and to provide all necessary meeting materials including staff, race management provider and event reports.
• Approves all board gear and other benefits.
• Attends board committee meetings as needed.
• Ensures that the organization is compliant with bylaws.
• Helps create and manage, as appropriate, special projects and additional events that maintain and/or fulfill the organization’s strategic plan, including community-focused initiatives and programs.
• Provides regular staff, contractor, budget, strategic plan, and program updates to the board.

4.    Fiscal Planning, budget and cash flow (20%)

Summary: Develops budget, monitors expenses and income; works with staff, race management provider, contractors, auditors/CPA and treasurer/finance committee to identify areas for cost efficiencies and savings. Analyzes budget and trends to meet the organization’s financial goals. Develops recommendations to the board regarding future grant and community investment programs.

• Works with the race management provider to make sure financial targets are met.
• Develops, monitors and analyzes annual budget, based on actuals, forecasts, estimates, and goals in order to identify shortfalls, unexpected expenses or budget discrepancies, and prepares updates for the board.
• Approves all invoices and co-signs checks per accounting policy guidelines.
• Monitors cash flow, YTD and quarterly reports; adjusts expenses as needed to meet budget goals.
• Acts as signatory on all contracts and agreements (within parameters of finance committee guidelines)
• Creates and provides quarterly reports for BSMF Treasurer’s review and reviews finance committee documents for accuracy before board presentations.
• With the support of the office administrator, prepares and provides data to accounting firm for preparation of the annual tax returns and monthly sales tax returns. Reaches out to the accounting firm when particularly complex issues arise.
• Ensures that audits are done correctly, and taxes are filed on time; retains CPA firm and/or bookkeeping help for audit and tax return, reconciliations, journal entries, deposits, etc.
• Develops and/or oversees fundraising initiatives, including ongoing gift solicitation, grant acquisition and capital campaigns.
• Prepares recommendations for cost avoidance/savings and revenue increases to the board.
• Develops ideas for additional ways of giving to the community.

5.    Community and Partner Relations (10%)

Summary: Works with staff, race management provider, contractors, board, and volunteers to enhance existing and develop new relationships. Promotes BSMF accomplishments in our communities.

• Acts as the face and voice of the organization in most public occasions.
• Attends regional and national executive director conferences to stay abreast of current and future industry trends and standards.
• Attends local events such as Chamber of Commerce, Convention and Visitors Bureau meetings, multi-agency initiatives, etc., to maintain and strengthen local relationships.
• Represents the organization in civic matters including City Council, Board of Supervisors, Big Sur Multi Agency, or other meetings as needed and appropriate.
• Acknowledges and actively participates in meetings, programs and key decisions involving the Big Sur community and its BSMF partners.
• Attends and speaks at special sponsor and community events like the Friday evening reception.
• Approves all sponsor/partner benefit matrices, invoices, contracts, and major activations.
• Approves travel budget and helps assign expo promotion assignments, industry conferences, and other promotional and staff development travel.
• Helps develop and maintain positive relationships with Monterey Peninsula Regional Parks District and area schools involved with the Palo Corona Cross Country project.
• Maintains involvement outside industry (safety/security conferences, non-profit alliances, CVB, etc.)
• Works closely with Collaborations and Partnerships Committee.

III. Job Qualifications

·       Experience in and/or a passion for running, running events and fitness generally.

• Experience in and/or a passion for running, running events and fitness generally.
• At least 5 years experience successfully managing and leading teams comprised of staff, vendors and volunteers.
• Experience in a leadership role for a non-profit organization with a Board of Directors.
• Demonstrated financial management experience including budget development, execution and oversight.
• Undergraduate degree from an accredited college or university, preferably in Management, Business, Public Administration, Nonprofit Administration, or equivalent amount of work experience
• Experience in a leadership role for a large event-driven organization is a plus.
• Passionate about the mission, history, and culture of this non-profit, volunteer-led organization.
• Demonstrated advanced ability to communicate, verbally and in writing, with all types and sizes of groups; known as a good listener and effective at influencing others.
• Significant experience and effectiveness at building high morale and group commitment with a team and confronting negative attitudes successfully.
• Advanced experience in taking action to solve problems while exhibiting good judgment and a realistic understanding of issues. Makes objective decisions based on facts, even when dealing with emotional topics.
• Significant experience at building credibility and rapport, while respecting the feelings and confidential information of others. Ability to establish priorities and meet deadlines while juggling multiple projects.
• Must be proficient in MS Office Suite, Google Drive, and QuickBooks;Proficiency in WordPress and Project management software a plus.
• Current with industry and non-profit best practices, trends, and emerging technologies. Ability to quickly learn new applications and technology and to advocate for their implementation.

IV.          Physical Demands and Working Conditions

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; occasionally required to use hands to finger, handle, or feel objects, tools, or controls; occasionally required to reach with hands and arms; occasionally required to climb stairs; balance; stoop, kneel, crouch or crawl. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

V. Position Parameters

• Initiates own workload and is self-directed.
• Collaborates as needed with staff, contractors and the Board Chair/Treasurer as needed, and receives feedback and input from them.
• Prepares for a formal review of past work and development of new goals on a semi-annual basis for the first 2 years and once annually thereafter. Meets with the Board Chair and members of the Executive Committee to complete this function.
• Delegates objectives and target deliverables to other staff members and contractors. Provides direction on  when and how to get it done and may establish  new procedures or methods.
• The ED supervises full and part time employees and contractors. Internal positions include a volunteer services manager and administrative assistant, contractors include race management vendor, registration vendor, merchandise vendor and the bookkeeper.
• The ED performs the following functions:
• Recruits, hires, trains employees
• Plans, schedules, assigns, delegates and evaluates work for employees.
• Establishes rules, procedures, and/or standards.
• Disciplines, demotes, promotes, rewards and discharges employees.

VI.  Decision-making authority

1.     Decisions you can make with no need to inform the board:

• Employee roles and responsibilities, workflow, planning and scheduling work
• Employee discipline, training, and development, promotions, evaluation of employee performance, establishing rules and policies that are in compliance with the law.
• Directing contractors and services within contract and budget parameters
• Managing the budget within the budget parameters

2.     Decisions you can make but would inform the board that you made the decision or are about to make it:

• Employee termination
• Decisions about future telecommuting options
• Employee hiring within the budget
• Event entry limits, special programs, significant marketing and sponsor programs

3.     Decisions on which you and the board would collaborate before deciding:

• Expanding role of contract workers or organizations/companies

4.     Decisions where data supporting your recommendations are presented to the board and they decide:

• Annual budget
• Event entry fees
• Creating or adding additional events
• Contract termination
• Involvement in significant community events or initiatives (e.g. ParkIt!, Regional Park District, etc.)
• Proposals from outside organizations and businesses for significant collaborations or partnerships.