Executive Administrator (Independent Contractor)

Rotary Club of Ann Arbor

Posting for Independent Contractor Executive Administrator Position

Rotary Club of Ann Arbor (RCAA), one of the premier service organizations in the greater Ann Arbor area. Founded in 1916, with approximately 200 members, the Club brings leaders from the community together to exchange ideas and take action to better the community and the world.

Supporting this, the Club has an extensive commitment to local and international charitable service.

The Club seeks an Independent Contractor to serve as its Executive Administrator, collaborating closely with its Board of Directors and other Club Leaders to support the Club's strategic goals. Key responsibilities include maintaining the Club's data repositories, supporting operational and charitable accounting processes, and facilitating smooth leadership transitions from year to year. These efforts help ensure the long-term viability of the Club’s membership and its operational and charitable finances.

The Executive Administrator will report directly to the Club Secretary and Treasurer and provides essential administrative services in support of Club management and efficient operation of its various organizational activities and functions, as described in more detail below:

Administrative Management

• Manage the day-to-day operations of the Club and Foundation
• Interface with members to assist with their Rotary experience
• Collaborate with the President, the Program Committee, and other Club resources to ensure that Club meetings are well-managed.
• Ensure timely reporting of filings required by Rotary District 6380, Rotary International, and the Rotary Foundation.
• Maintain member databases in ClubRunner and Rotary International and other communication management software
• Assist in maintaining the Club website to provide up-to-date information
• Provide administrative support to select committees and projects as directed by leadership
• Oversee office administrative tasks to ensure efficient operations of RCAA and the Ann Arbor Rotary Foundation (AARF).
• Assist in preparing and collecting data for Annual Club Reports.
• Manage the upkeep of master copies of By-laws and Policies and Guidelines
• Archive essential club documents for future reference
• Support best practices in club communications under the direction of the Treasurer and Secretary

Financial Management

• Record financial receipts and ensure timely deposits at appropriate intervals
• Maintain financial worksheets for the Club and Foundation
• Payment with Club funds of all its legitimate expenses and bills in a timely manner.
• Prepare and distribute proper, accurate receipts and acknowledgment letters for members’ charitable contributions to RCAA and AARF, subject to the Treasurer’s approval.
• Administratively support fundraising activities as identified by the Board.
• Maintain consistent and transparent communication with RCAA and AARF leadership and financial oversight groups, including other outside contract service providers
• Provide resources and support to the financial oversight groups in the following areas:
  • Preparation of the annual budget in coordination with President-elect and the Club Treasurer
  • Reports on the status of the Club’s operational and charitable finances to the Boards

Critical Skills, Attributes, and Expectations

A position as demanding as Executive Administrator for an organization of RCAA's caliber requires specific personal attributes and business skills, including:

• Demonstrated passion for non-profit or service-oriented organizations
• Goal oriented and self-motivated
• Highly professional demeanor
• Strong communication skills (interpersonal, business, written, oral and public speaking)
• Effective time management and task prioritization
• Critical thinking and creative problem-solving abilities
• Ability to collaborate, communicate, and work effectively with internal and external stakeholders
• Preferred experience with relevant software, including WordPress, Microsoft Office Suite, Google Workspace, Zoom, Dropbox, Constant Contact
• Willingness to pursue continued education and travel to pertinent workshops or conferences.
• Availability for weekly Wednesday noon luncheon meetings and potential weekend and evening hours.

Background Screening

RCAA uses a third-party service to conduct background checks on all job candidates upon acceptance of a contingent offer.

Contractor’s Fee

The annual fee for such services will be in the $35,000-$40,000 range, with an expectation that an average of 30 hours per week will be devoted to providing them.

Cover Letter

A cover letter is required for application review.

To apply please send cover letter and resume to: managerapplication@a2rotary.org