Historic Railroad Square Association Executive Director
Job Description

Position: Executive Director
Reporting: Board of Directors, Historic Railroad Square Association
Status: At-will, Employee Position
Hours: 24-30 hours per week (flexible and subject to change)
Office: California Welcome Center (Employer provides laptop, printer, and necessary office space)

Responsibilities:

Board and Committee Management

• Organize and manage board communication and meetings, including agenda preparation, arrangement of minute-taking and reporting
• Ensure committees are meeting and organized, including minute-taking, and report provision
• Maintain compliance by posting agendas, minutes, and financials on the website within the stipulated timeframe
• Coordinate meetings with various committees, partners, and city stakeholders, both in-person and through virtual platforms

Website and Marketing

• Oversee website updates, collaborating with technical support for continuous improvements
• Consistently execute marketing efforts and engagement through social media platforms
• Update and maintain the business directory on the website
• Initiate and manage social media promotions of the district and merchants
• Collaborate with partners for advertising initiatives, including platform ads, maps, guides, and radio ads

Business Improvement District Management

• Implement the Management Plan for the Business Improvement District, including budget oversight and annual reporting to the City

Community Engagement

• Establish and maintain a database of property/business owners, city officials, affiliates, and partners
• Facilitate outreach to new businesses/property owners
• Be an active and engaged member of the community
• Ensure regular communication through newsletters and email updates

Liaison and Advocacy

• Act as a liaison between the association and city staff, property owners, and merchants
• Represent the association at collaborative meetings and mixers with various stakeholders, including but not limited to, the City of Santa Rosa, Sonoma County Tourism, unhoused service providers such as Catholic Charities and Redwood Gospel Mission, the Santa Rosa Metro Chamber, and more
• Prepare letters of support for city initiatives beneficial to the district

Financial Management

• Collaborate with the Treasurer to analyze and maintain the budget
• Ensure timely filing of financial documents, both physically and electronically

Vendor Supervision and Project Management

• Supervise vendors working in the district, addressing issues, and ensuring quality services
• Track ongoing projects like wayfinding signs, and larger projects such as tree replacement, improved lighting, and others as they come along; coordinating approvals with vendors, merchants, and the City

Grant Applications/Sponsorship requests

• Research, prepare, and submit grant applications to enhance the association’s financial resources
• Recruit sponsorships for continued support & participation from the community to enhance association activities and events

Event Management 

• Coordinate events, managing logistics, scheduling, confirmations, payments, and securing permits, when needed
• Solicit and organize volunteers
• Engage partnering with other non-profit organizations for event participation

Required Skills

• Proficiency in Microsoft (Word, Teams, Excel), Google Workspace, Zoom
• Strong written and verbal communication skills
• Excellent organizational skills, initiative, attention to detail, multitasking, and ability to work independently
• Commitment to the goals of the Historic Railroad Square Association

Compensation

• Hourly Starting Salary: $33/hour 
• Cellphone Allowance: $100/month
• Benefits: 40 hours of paid leave per year, usable for illness, travel, vacation, or personal necessity with advance notice.

Note: This job description is subject to change and may involve additional responsibilities as required by the Board of Directors or Executive Committee.

If interested, please send your resume and cover letter to Amanda Janik at amanda@railroadsquare.net