PART-TIME EXECUTIVE DIRECTOR - ROTARY CLUB OF PORTLAND

ABOUT THE ROTARY CLUB OF PORTLAND

The Rotary Club of Portland is one of the oldest and most respected civic organizations in the Pacific Northwest. With approximately 150 members, we are committed to fellowship, community service, and making a positive difference in Portland and beyond. We are seeking an experienced, community\-minded professional to join our leadership team as Part\-Time Executive Director to help guide the Club through its next chapter of growth and impact.

POSITION SUMMARY

The Executive Director (ED) provides strategic, administrative, financial, and operational leadership for the Club. This role reports directly to the Club President and is formally overseen by the Leadership Committee, which meets bimonthly or monthly and is comprised of:

• Club President
• Club President\-Elect
• Trust President or assigned Board member
• Treasurer or liaison from the Financial Oversight Committee (when established)

The Executive Director ensures operational continuity across Rotary years, strengthens the Club's presence in the Portland community, and enhances the overall membership experience. A central focus of this role is driving meaningful membership growth and retention — essential to the Club's long\-term vitality and mission.

HOW TO APPLY

Interested candidates should submit a resume and a brief cover letter describing their relevant experience and interest in the role. Applications and inquiries may be directed to the Rotary Club of Portland Board of Directors.

References upon request.

KEY RESPONSIBILITIES

Membership \& Relationship Development

• Partner with Membership Committees to develop and execute recruitment, orientation, and engagement strategies aimed at substantial membership growth over the next three years.
• Foster an inclusive, welcoming Club culture that encourages active participation and leadership development.
• Implement and refine retention programs to reduce member attrition.
• Track membership trends and deliver regular analysis and reports to support data\-informed growth strategies.

Leadership \& Continuity

• Provide organizational leadership and support to the Club President, Board, and committees to ensure successful execution of annual goals and long\-term strategic priorities.
• Issue monthly reminders to Club and Trust leadership regarding required duties and deadlines.
• Attend and actively participate in monthly Trust and Board meetings.
• Present financial reports and membership updates at Club Board meetings.
• Participate in and provide reporting for the Financial Oversight Committee and Leadership Committee.
• Support the development and administration of the Club's Strategic Plan.
• Attend the Large Club Conference with the President\-Elect; manage registration and distribute relevant information.
• Oversee and mentor the part\-time administrative contractor supporting daily operations.
• Maintain institutional knowledge, policies, and procedures to ensure operational consistency year\-to\-year.
• Support volunteer leaders with orientation, training materials, and ongoing development resources.

Club Administration \& Governance

• Manage internal operations including scheduling, board documentation, annual reports, and record retention.
• Maintain organizational policies and ensure compliance with Rotary International requirements, and with Club and Trust bylaws.
• Support planning and execution of major meetings, events, and service projects.
• Serve as liaison with the Rotary District and Rotary International for administrative and communication purposes.
• Manage the annual strategic planning and leadership transition processes.

Financial Management (Club \& Trust)

• Collaborate with Club and Trust Presidents to develop and prepare annual budgets.
• Serve as the primary authority, oversight contact, and point of contact for all paid contractors and vendors.
• Provide financial oversight and supervision of the Club bookkeeper.
• Process weekly payment of bills, including uploading receipts to the bookkeeper.
• Manage annual invoicing, billing reminders, dues receipting, and monthly meal plan administration; issue tax receipts and acknowledgements for donations and pledges.
• Set up and track annual and quarterly meal plan communications and participant records.
• Perform weekly reconciliation of lunch and event purchases.
• Provide financial and donation reporting in support of the Trust Drive.
• Track donor gifts, designated gift allocations, pass\-through funds designated to Rotary International, and pledge write\-offs.
• Work with the Trust's budgeting committee to determine available funds and committee allocations.
• Oversee annual filing and preparation of W\-9s, 990s, CT\-12s, and audits for both the Club and Trust.
• Conduct monthly audits of QuickBooks and DACdb financials.
• Manage bank deposits and serve as primary contact for Club bank accounts (Columbia Bank).
• Manage check writing and Club credit card use for vendor payments and expense reimbursements, with financial oversight from Club and Trust Presidents.
• Oversee Merchant Services accounts and process wire transfers through Columbia Bank.
• Coordinate grant\-making payments, primarily for Wheels of Power (WOP), International Service (IS), and Peacebuilders Committees; forward grant applications to Community Grants and WOP. Provide information for Rotary Youth Exchange (RYE) inquiries.

Administrative Tools \& Systems

• Oversee customization, implementation, and ongoing maintenance of the membership database (CRM).
• Provide oversight and auditing of financial tools including DACdb and QuickBooks; lead input and oversight for system optimization or conversion initiatives.

Brand, Outreach \& Communications

• Strengthen and steward the Rotary Club of Portland brand across print, digital, and social platforms.
• Serve as a key Club representative to local businesses, civic organizations, and community stakeholders.
• Manage and coordinate media relations, public relations, and storytelling initiatives to increase visibility and attract new members.
• Support member engagement and retention strategies, including new member onboarding programs.

Program \& Event Coordination

• Work with Club and Trust leaders to plan and execute weekly programs, major events, and fundraisers.
• Provide logistical coordination and ensure program quality and alignment with Rotary values.
• Maintain relationships with venues, vendors, sponsors, and community partners.
• Support Club and Trust charitable and foundation activities as appropriate.

QUALIFICATIONS

• Demonstrated experience in nonprofit or membership association management, preferably in a leadership or executive role.
• Strong organizational skills with a proven ability to manage multiple priorities simultaneously.
• Skilled in budgeting, financial management, project management, and stakeholder engagement.
• Proficiency with financial and membership management systems; experience with QuickBooks and/or DACdb a plus.
• Comfortable working independently with minimal supervision while collaborating effectively with volunteer leadership.
• Familiarity with Rotary International's mission and the dynamics of volunteer\-driven organizations preferred.
• Excellent written and verbal communication skills; experience with brand management, social media, or public relations is an asset.

CONTRACT DETAILS

• Part\-time independent contractor position, estimated at 20–25 hours per week depending on Club activity cycles.
• Hybrid work arrangement; presence required at key meetings and events, typically held in downtown Portland.
• Compensation commensurate with experience.
• Flexible schedule with defined availability windows for meetings and time\-sensitive financial tasks.

*The Rotary Club of Portland is committed to fostering an inclusive and welcoming community.*

*Service Above Self*

Pay: From $75\.00 per hour

Work Location: Hybrid remote in Portland, OR 97205