Executive Director

POSITION DESCRIPTION  |  INTERNATIONAL HORN SOCIETY

An opportunity to lead the administration and day-to-day operations of an international membership organisation dedicated to the horn community.

The opportunity

The Executive Director (ED) is the chief administrative officer of the International Horn Society (IHS). Working under the direction of the Advisory Council (AC), the ED is responsible for the Society’s operational, administrative and financial management and for implementing policies approved by the AC across operations, fundraising, finance and budgeting, communications and programming.

The ED works closely with the President, Executive Committee (EC), Advisory Council, IHS staff, committee chairs, coordinators and members. The role calls for excellent listening and communication skills, sound judgement, a genuine interest in the horn community and the ability to travel.

Key relationships

• Reports to the IHS Advisory Council and works closely with the President and Executive Committee.
• Supervises the Assistant Executive Director, Membership Coordinator and collaborates with other IHS staff, committee chairs and project coordinators.
• Engages regularly with members, symposium hosts, professional service providers and peer nonprofit music organisations.

Key responsibilities

Financial management and bookkeeping

• Maintain accurate bookkeeping records in accordance with standard accounting practices and procedures.
• Manage payments, deposits and bank reconciliations.
• Process credit card, Stripe and PayPal transactions and oversee relevant merchant accounts.
• Maintain the approved budget in QuickBooks and provide quarterly actual-versus-budget reports.
• Prepare financial records for the annual audit.
• Prepare Forms 1099 and 1096 for non-employee compensation and royalty payments, as required.
• Hold and release credit card deposits and track and pay royalties for online music sales.

Membership and database management

• Supervise the Membership Coordinator, who maintains online membership records as members join or renew.
• Communicate regularly with members, respond to enquiries, resolve issues and redirect requests where appropriate.
• Oversee areas of the membership database beyond the Membership Coordinator’s duties, including producing mailing labels for The Horn Call and other approved purposes.
• Generate membership data and statistical reports for the Advisory Council.

Programs and symposia

• Support the Scholarship Coordinator in administering annual scholarships and competitions.
• Support international symposium and workshop hosts and the relevant coordinators as required.
• Manage, stock and operate the IHS sales table at the International Horn Symposium, including coordinating the design and purchase of merchandise and promoting membership.
• Provide practical support and problem-solving on site at symposia and identify opportunities to improve IHS processes.

Governance and administration

• Work with the President to compile reports and prepare agendas and schedules for annual Advisory Council meetings.
• Attend Executive Committee meetings and other committee meetings as required via Zoom or another approved videoconferencing platform.
• Prepare and distribute annual orientation materials for incoming Advisory Council and Executive Committee members.
• Support the Advisory Council at annual meetings by providing relevant reference and historical information.
• Work with the Executive Committee throughout the year to resolve operational matters, develop projects and meet applicable nonprofit compliance obligations.
• Prepare an annual budget worksheet to support the Budget Committee’s planning.
• Administer the annual election of Advisory Council members, including receiving nominations, maintaining records and tabulating votes.
• Maintain the Society’s historical records and archives.

Communications and digital presence

• Oversee and support social media planning throughout the year.
• Coordinate website updates and improvements.
• Develop and maintain effective administrative systems that respond to the organisation’s evolving needs.

Fundraising and development

• Oversee the implementation of development initiatives.
• Receive, record and acknowledge donations.
• Assist with occasional grant writing.
• Support fundraising campaign planning and promotion through social media and other appropriate channels.

Experience and qualifications

Required

• A bachelor’s degree and at least two years’ experience in nonprofit or business management, including experience working with a board of directors, or an equivalent combination of education and experience.
• Basic bookkeeping or accounting experience, including the use of accounting software.
• Knowledge of budgeting principles, nonprofit tax requirements and financial planning.
• Proficiency with standard office software, database management and professional written communication.
• Demonstrated confidence with emerging technologies and social media.
• Familiarity with credit card merchant accounts and payment platforms such as Stripe and PayPal.
• Ability and willingness to undertake travel as required.

Desirable

• Management experience within an arts organisation.
• Grant writing, fundraising or development experience.
• Proficiency in more than one language.
• Experience networking with nonprofit music organisations and professional service providers.

Personal qualities

The successful candidate will be honest, self-disciplined and self-motivated, with outstanding interpersonal and communication skills. They will be able to prioritise competing demands, work independently and deliver outcomes on time. Optimistic, adaptable and practical, they will be comfortable responding to change, solving problems and engaging frequently with people from diverse cultural and professional backgrounds.

Contract terms and working arrangements

The Executive Director is engaged as an independent contractor under an annual contract of USD $44000. The engagement does not include employee benefits or health insurance. The workload may average approximately 30–40 hours per week, with a generally flexible schedule shaped by the Society’s financial, administrative and program requirements.

The contractor is expected to provide a suitable home office, telephone and post-office box, although limited support including a laptop computer will be provided. The contractor is responsible for all personal taxation and other obligations arising from the compensation received. The IHS will reimburse approved travel expenses where travel is required for the role.

How to apply

Please submit a cover letter addressing your suitability for the role, together with a current résumé and the contact details of 2 professional referees, to Peter Luff at president@hornsociety.org  by 12pm “Eastern Time ET” Sunday September 27.

The International Horn Society welcomes applications from suitably qualified candidates from diverse backgrounds and locations.