Executive Director Job Description

Executive Director Job Profile:

Executive Director, Greater Port Washington Business District

The Executive Director is responsible for the successful administration, management and implementation of the BID’s (the “organization”) goals and objectives set by the Board of Directors, who are governed by the By-Laws of the Greater Port Washington Business Improvement District Association, Inc. The Director’s responsible for proactively developing and executing plans and projects to achieve the organization’s mission:

“The Mission”
“The Greater Port Washington Business Improvement District (BID) is committed to improving the economic and business health of the Port Washington area through marketing, promotion, physical improvements and enhanced municipal services for all those who live, work and visit our community.”

As a full-time position, the Executive Director position requires working as many hours/days during both week and occasionally weekends as needed to achieve the completion of the mission, goals, plans, and projects of the organization. This will entail representing the organization at public events, local daytime or evening events, and the organization, scheduling and implementation of all Board meetings on a monthly basis.

The Executive Director’s time will be spent both within the organization’s office as well as in the community, meeting with businesses (landlords and their tenants), local organizations and government officials.

At no time may the Executive Director assign or hire another person to represent the said position or represent the organization without the authorization of the Board of Directors and without significant notification.

Primary Duties and Responsibilities:

The Executive Director is responsible for:

  1. Participating together with the Board of Directors to develop a vision and strategic plan when required and in executing the mission of the organization
  2. Identifying, assessing, and informing the Board of Directors of internal and external issues that affect the organization and its activities.
  3. Promoting effective teamwork between the Board, staff, contractors (hired by the organization) and the Executive Director.
  4. At the discretion or request of the Board, acting as a spokesperson for the organization.
  5. Initiating and implementing all official correspondence on behalf of and/or jointly with the Board as appropriate or required.
  6. Representing the organization at community events in such a way as to enhance the organization’s community profile and awareness.

Operational Planning and Management

The Executive Director is responsible for:

  1. The development and implementation of an operational plan which incorporates setting and monitoring both short and long-term goals and objectives that work towards the desired direction of the organization and that of the Directors.
  2. Ensuring the organization meets the needs and expectations of the Board of Directors and the organization’s funders (commercial real estate taxpayers within the Business Improvement District and the Town of North Hempstead).
  3. Maintaining the efficient and effective day-to-day operations of the organization in a full-time capacity.
  4. Facilitating effective, efficient Board meetings, including the development and distribution of meeting materials to the entire Board, including the development of an agenda with supporting material, all prior to the monthly or special Board meetings.

Program Planning and Management

The Executive Director is responsible for:

  1. Overseeing the planning, implementation, and evaluation of the organization’s programs (Educational Seminars, Halloween on Main, etc.) and services as determined by the Board in conjunction with the Executive Director.
  2. Ensuring the programs and services being offered reflect the priorities of the Board, are effective, and contribute to the mission of the organization.
  3. Overseeing the planning, implementation, execution and evaluation of special projects as determined by the Board.
  4. Seeking out creative projects, programs and activities that can further contribute to the mission of the organization.

Financial Planning and Management

The Executive Director is responsible for:

  1. Working with the Treasurer and Accountant to maintain accurate financial records of the organization. These records are to be used by the Treasurer, Board, Accountant and Auditor and referenced for financial reporting and associated statements, Treasurer’s reports, and required tax filings.
  2. Working with the Treasurer, Accountant and the Board to prepare a comprehensive budget and monitor the spending and intake versus plan.
  3. Working with the Treasurer or their designee to ensure sound, accurate bookkeeping through strong QuickBooks skills, (entering data, cutting checks, running reports), accounting procedures, and that practices are followed in an ethical manner and as required by all Local, State, and Federal Laws and Guidelines.
  4. In conjunction with the Board, Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization.
  5. Providing the Board with comprehensive reports on the revenues, expenditures, and financial status of banking institutions of the organization.
  6. Maintaining an accurate record of the entire list of properties within the organization’s physical jurisdiction/designation and to help the Town identify constituent changes within the district boundaries.
  7. Making sure the Town of North Hempstead provides the organization with the correct list of official taxpayers within this jurisdiction to be filed with the County annually. Maintenance and updating of the Entire Property List within the BID, working with Town on annual filing with County, working with Town to make sure the list is reflective of the proper tax status
  8. Working with the Board to secure the proper funding from the Town/County for the implementation and operation of the organization’s programs and special projects.
  9. Seek out and review all potential grants available to the organization. Gain Board approval and submit all appropriate grants available as appropriate.

Constituent and Community Relations

The Executive Director is responsible for:

  1. Establish, manage and maintain an accurate database and mailing list (address, e-mail and phone) to facilitate effective communication with the organization’s funding sources (taxpayers/landlords of the District as well as their tenants within the District), keeping them informed of the work performed by or paid for by the organization.
  2. Establish good working relationships and collaborative arrangements with community groups, elected officials, and other organizations to help achieve the organization’s goals.

Risk Management

The Executive Director is responsible for:

  1. Working with the Board to ensure the Board of Directors and the organization carries appropriate and adequate insurance coverage.
  2. Working with the Board to ensure the Board of Directors understands the terms, conditions, and limitations of the insurance coverage.
  3. Establishing and managing the security of the organization’s records and statements.
  4. Review all systems for the organization’s information security, including e-mails, data back-up any other forms of communications

Knowledge, Skills, and Abilities

The Executive Director should have:

  1. Leadership, management skills and principles as they relate to this nonprofit / voluntary organization.
  2. Strong organizational skills and demonstration of successful execution of project management.
  3. Proactive, independent individual not requiring extensive direction in completing a project or mission
  4. While not essential, knowledge of current community (Port Washington) and district challenges and opportunities relating to the mission of the organization.
  5. Strong Microsoft Excel and Word skills, reports creation.
  6. Knowledge, skills, and abilities in financial management.
  7. Strong skills in interactive Social Media management/posting – Facebook, Instagram, Linked in and Twitter(optional)

Personal Characteristics

Person must be able to demonstrate:

  1. The ability to behave in an ethical manner, and passing a detailed background check
  2. Strong leadership skills, demonstrating their ability to positively influence others to achieve outstanding results in line with the best interests of the organization.
  3. Strong organizational skills applied within a similar type organization, demonstrating their ability to operate effectively and efficiently to achieve outstanding results in line with the best interests of the organization.
  4. Strong communication skills – Job involves extensive communication internally and with the entire community – Must know how to properly communicate with board members, the media, TONH officials, PSEG, vendors, business owners/tenants, landlords, community groups etc.  Experience in a similar role, such as reporting to large groups is a plus
  5. A willingness to be flexible, versatile and / or tolerant in the execution of the organization’s mission. A changing work environment while maintaining effectiveness and efficiency.
  6. Creative, innovative, “out of the box” thinking based on past careers and challenges.
  7. An ability to make decisions which are timely and in the best interests of the organization.
  8. An ability to plan strategies that will move the organization forward towards set goals and plans. Be able to evaluate the process and results.
  9. The ability to think strategically.
  10. The ability to exercise patience in dealing with difficult situations/ individuals by acting objectively and avoiding the incorporation of personal viewpoints
  11. The ability to operate independently, solving problems on their own. Identify causes and generate possible solutions. Make recommendations and /or resolve the problem without heavy guidance.
  12. They are a team player – Must demonstrate they have the ability to work cooperatively and effectively with others to set goals, resolve problems, make decisions that will enhance the organization’s effectiveness.
  13. Management experience oversight within a business-related enterprise or municipality, similar to this organization is a plus.
  14. They are a relationship builder across the community and the organization’s major constituents (Landlords and tenants)

Employee Policy: Executive Director


Salary Range: Please send salary requirements with cover letter and resume to gpwbid@optonline.net

Hours: 9:00am to 3:00pm (6 hours @ day x 5 = 30 hours @ week).

In addition, the Executive Director will be required to attend BID monthly meetings, BID events and any related BID activities as part of this compensation package.

Vacation Days:
Year 1 – 4: 2 Week Vacation (10 days)
Year 5 – 10: 3 Weeks’ Vacation (15 Days)
Over 10 years: 4 Weeks’ Vacation (20 days) This is the maximum vacation for this position.

Vacation Days cannot be carried over and must be used in the current year.

Sick Days: We will allow 1week Sick Pay (5 days). If there is an event requiring hospitalization, an accident or other critical illness, etc., the Board will determine how many additional sick days will be paid. After that the employee may be required to go on Disability.
If the person is working from home while ill, this will not count as a sick day.
Sick Days cannot be used as Personal Days.

Personal Days: The employee will be given three personal days a year.

Holidays: The employee will be off all Federal Holiday’s; New Year’s Day, Martin Luther King, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. When a holiday falls on a Saturday, the holiday is observed the preceding Friday; when it falls on a Sunday, it is observed on the following Monday.

Benefits: Workers Compensation (no other benefits)

If Interested:

Please send the following to director@portwashingtonbid.org

  • Salary Requirements
  • Cover Letter
  • Resume