Executive Director

EXECUTIVE DIRECTOR

JOB DESCRIPTION

Organization Feed the Need of Putnam County

Position Executive Director

Reports To Board of Directors

Employment Status Salaried W-2 employee based on a 20-30-hour workweek, with the opportunity to grow into a full-time position

Compensation $38,000-$42,000 annually, commensurate with qualifications and experience and subject to Board approval

Work Schedule Flexible schedule with availability for Board meetings, community events, donor engagement, and time-sensitive operational needs; expansion to full-time status will depend on organizational growth, funding, operational needs, and Board approval

Benefits Flexible scheduling; 8 hours of paid time off accrued per month; and the opportunity for a healthcare stipend when enrolled in an eligible Health Insurance Marketplace plan

FLSA Classification To be determined based on the final duties, work arrangement, compensation structure, and applicable law

Position Summary

The Executive Director is the chief administrative and operational leader of Feed the Need of Putnam County and is accountable to the Board of Directors for advancing the organization's mission, maintaining effective operations, strengthening community support, and protecting the organization's financial and regulatory standing. The Executive Director provides hands-on leadership appropriate to a small nonprofit, balancing strategic direction with day-to-day management of staff, volunteers, warehouse activities, fundraising, grants, finances, communications, and community relationships.

Essential Duties and Responsibilities

1. Organizational Leadership and Board Partnership

• Implement the mission, strategic priorities, policies, and directives established by the Board of Directors.
• Serve as the primary liaison between the Board and the organization's staff, volunteers, donors, partners, and community stakeholders.
• Provide timely, accurate, and transparent reports to the Board regarding operations, finances, fundraising, grants, compliance, community impact, risks, and emerging needs.
• Prepare proposed Board meeting agendas in coordination with the Board Chair; assemble reports, dashboards, financial information, minutes support, and other meeting materials in advance.
• Attend all Board meetings and applicable committee meetings; provide professional recommendations and follow through on approved action items.
• Support Board recruitment, orientation, engagement, annual planning, policy review, and committee work without assuming the Board's governance responsibilities.

2. Staff and Volunteer Management

• Recruit, hire, orient, supervise, coach, schedule, and evaluate employees in accordance with Board-approved policies and available resources.
• Develop clear job duties, performance expectations, work schedules, training plans, and lines of accountability for staff.
• Recruit, screen, orient, schedule, recognize, and retain volunteers; maintain appropriate records of volunteer service, training, and assignments.
• Promote a respectful, inclusive, safe, mission-centered workplace and volunteer culture.
• Address performance, conduct, safety, and conflict concerns promptly and consistently, consulting the Board when required by policy or risk level.
• Ensure adequate staffing and volunteer coverage for warehouse operations, distributions, events, and other organizational commitments.

3. Warehouse and Operational Oversight

• Oversee the safe, orderly, efficient, and sanitary operation of the warehouse, food storage areas, distribution activities, equipment, vehicles, and organizational facilities.
• Establish and monitor procedures for receiving, inspecting, storing, rotating, tracking, and distributing food and donated goods, including appropriate inventory controls and documentation.
• Maintain schedules and workflows for pickups, deliveries, packing, distribution, volunteer shifts, and special events.
• Monitor facility, equipment, vehicle, technology, security, and maintenance needs; obtain quotes and make or recommend purchases within approved authority and budget.
• Maintain emergency, incident-reporting, safety, sanitation, pest-control, recall, and business-continuity procedures.
• Regularly assess service capacity, operational bottlenecks, distribution data, and community demand and recommend improvements to the Board.

4. Community Awareness, Outreach, and Partnerships

• Serve as a visible and credible spokesperson for Feed the Need of Putnam County.
• Build and maintain productive relationships with civic organizations, faith communities, schools, government entities, businesses, food suppliers, service organizations, and other nonprofits.
• Represent the organization at community meetings, public events, presentations, and collaborative initiatives that advance the mission.
• Develop outreach strategies that increase awareness of available services, volunteer opportunities, food drives, sponsorships, and giving opportunities.
• Identify unmet community needs, duplication of services, partnership opportunities, and appropriate referral resources.

5. Fundraising and Resource Development

• Develop and implement an annual fundraising and resource-development plan aligned with the approved budget and strategic priorities.
• Cultivate individual donors, businesses, foundations, faith communities, civic groups, and event sponsors through consistent relationship-building and stewardship.
• Plan and oversee fundraising campaigns, food drives, sponsorships, events, appeals, and other revenue-generating activities.
• Identify grant opportunities; prepare or coordinate competitive applications, supporting documents, budgets, and required approvals.
• Maintain an accurate calendar of grant, reporting, renewal, and stewardship deadlines.
• Evaluate fundraising performance and report results, costs, donor trends, and opportunities to the Board.

6. Grant Oversight and Management

• Maintain complete grant files, award documents, agreements, budgets, correspondence, performance measures, and reporting requirements.
• Ensure grant funds and donated resources are used only for authorized purposes and are accurately tracked in coordination with financial personnel.
• Monitor deliverables, expenditures, match requirements, restrictions, and deadlines throughout each grant period.
• Prepare and submit accurate programmatic and financial reports and promptly communicate material risks, variances, or compliance concerns to the Board.
• Coordinate site visits, monitoring reviews, audits, record requests, and corrective actions related to grant-funded activities.

7. Financial Management

• Develop the annual operating budget with the Treasurer, Finance Committee, bookkeeper or accountant, and appropriate Board leadership for Board approval.
• Monitor revenue, expenses, cash flow, restricted funds, accounts payable and receivable, and budget-to-actual performance on a regular basis.
• Maintain sound internal controls, segregation of duties, purchasing practices, approval processes, deposit procedures, and financial documentation appropriate to the organization's size.
• Review financial statements and present understandable financial reports, forecasts, significant variances, and corrective recommendations to the Board.
• Coordinate payroll, tax filings, annual information returns, insurance renewals, audits or financial reviews, and other financial obligations with qualified service providers.
• Safeguard organizational assets and ensure expenditures remain within the Board-approved budget and delegated authority.

8. Data Collection, Evaluation, and Reporting

• Establish consistent systems for collecting and maintaining reliable service, inventory, volunteer, donor, grant, financial, and community-impact data.
• Track key performance indicators such as households and individuals served, pounds of food received and distributed, volunteer participation, program costs, fundraising results, grant performance, and service trends.
• Prepare concise monthly or periodic dashboards for the Board and tailor reports for funders, partners, donors, and regulatory entities.
• Protect confidential information and ensure records are accurate, secure, accessible to authorized users, and retained according to policy and law.
• Use data to identify needs, evaluate effectiveness, improve operations, support grant applications, and communicate community impact.

9. Compliance, Licensing, and Risk Management

• Maintain all required federal, state, and local registrations, licenses, permits, inspections, certifications, contracts, and insurance coverage.
• Ensure compliance with food safety, sanitation, storage, transportation, workplace safety, volunteer screening, charitable solicitation, employment, nondiscrimination, confidentiality, and records-retention requirements applicable to the organization.
• Maintain a compliance calendar and provide the Board advance notice of renewals, filings, inspections, policy needs, and material risks.
• Ensure staff and volunteers receive required training and follow established safety and compliance procedures.
• Report suspected misuse of funds, safety events, legal concerns, conflicts of interest, data incidents, and other material issues to appropriate Board leadership without delay.
• Coordinate responses to inspections, complaints, insurance claims, incidents, and corrective-action requirements.

10. Communications and Donor Relations

• Maintain consistent, accurate, respectful, and mission-aligned messaging across print, email, website, social media, presentations, media contacts, and public statements.
• Develop an annual communications calendar that supports programs, fundraising, volunteer recruitment, community education, and donor stewardship.
• Ensure gifts are acknowledged promptly and donors receive appropriate updates regarding the impact of their support.
• Maintain accurate donor and partner records while respecting privacy, confidentiality, and donor preferences.
• Prepare impact stories, newsletters, appeals, press releases, presentations, and reports that accurately represent the organization and the people it serves.
• Serve as the primary point of contact for routine media inquiries and coordinate sensitive or high-risk communications with the Board Chair.

Performance and Accountability

The Board of Directors will evaluate the Executive Director at least annually. Performance should be measured against Board-approved goals and may include:

• Reliable and safe service delivery; effective warehouse and distribution operations.
• Progress toward annual fundraising, grant, donor-retention, and community-engagement goals.
• Timely, accurate financial management, Board reporting, grant reporting, and regulatory compliance.
• Effective staff and volunteer recruitment, supervision, retention, training, and accountability.
• Quality of partnerships, public awareness, communications, donor stewardship, and mission impact.
• Completion of Board directives and progress toward strategic and annual operating priorities.

Minimum Qualifications

• A bachelor's degree in nonprofit management, business administration, public administration, social services, communications, or a related field is preferred; however, four years of relevant business experience may be substituted for a degree.
• At least three years of progressively responsible experience in nonprofit operations, program administration, fundraising, grant management, community engagement, business operations, or a related setting.
• Demonstrated experience supervising employees or volunteers and managing multiple priorities with limited resources.
• Working knowledge of budgeting, financial statements, internal controls, fundraising, grant compliance, data reporting, and nonprofit governance.
• Strong written, verbal, interpersonal, organizational, and public-presentation skills.
• Proficiency with common office technology, spreadsheets, donor or contact databases, email, virtual meeting tools, and social media platforms.
• Valid driver's license, reliable transportation, and the ability to meet any driving or insurance requirements established by the organization.
• Ability to pass applicable background, reference, and driving-record checks.

Preferred Qualifications

• Preference will be given to qualified applicants who reside in Putnam County, Florida.
• Experience leading a food pantry, food bank partner, hunger-relief program, warehouse, or community-based nonprofit.
• Successful record of grant writing, donor cultivation, sponsorship development, and fundraising campaign management.
• Experience working with a nonprofit Board of Directors and preparing governance and performance reports.
• Knowledge of Putnam County and established relationships with local civic, faith, business, government, or nonprofit partners.
• Food-safety, warehouse-safety, emergency-management, or volunteer-management training or certification.

Core Competencies

• Mission-driven leadership Integrity and sound judgment
• Operational discipline Financial stewardship
• Fundraising and relationship development Clear communication
• Collaboration and diplomacy Data-informed decision-making
• Adaptability and initiative Respect for clients, donors, volunteers, staff, and community partners

Physical and Working Conditions

This position works in office, warehouse, distribution, meeting, and community-event environments. Duties may require standing or walking for extended periods; using computers and office equipment; driving locally; working around stored food, loading areas, equipment, and varying temperatures; and occasionally lifting or moving supplies. The Board should establish any specific lifting requirement after reviewing actual operational needs. Reasonable accommodations will be considered in accordance with applicable law.

Benefits

• Flexible scheduling and flex time, provided operational coverage, Board meetings, community commitments, deadlines, and organizational needs are met.
• Eight hours of paid time off accrued each month. Approval, use, carryover, and payout of accrued leave will be governed by Board-approved personnel policy.
• Opportunity for a healthcare stipend when the employee is actively enrolled in an eligible Health Insurance Marketplace plan. The stipend amount, eligibility requirements, required documentation, tax treatment, and continuation will be governed by Board-approved policy, available funding, and applicable law.

Compensation Governance

The recommended salary range for this salaried W-2 position, based on a 20-30-hour workweek, is $38,000-$42,000 annually. Final compensation will be approved by the Board of Directors based on the expected weekly schedule, scope of responsibility, the selected candidate's qualifications and experience, comparable compensation data for similarly situated organizations, the organization's financial capacity, and applicable IRS reasonableness standards. Compensation should not be calculated as a percentage of organizational revenue or fundraising proceeds. The position may grow into a full-time role as organizational growth, sustainable funding, and operational needs permit, subject to Board approval. If the position is converted to full-time status, compensation, benefits, responsibilities, and employment terms will be reviewed and approved by the Board. Benefits, paid leave, healthcare stipends, expense reimbursement, and other employment terms will be governed by the Board-approved offer and organizational policy.

Additional Provisions

This job description describes the general nature and level of work expected and is not an exhaustive list of all responsibilities. Duties may be revised by the Board of Directors as organizational needs evolve. Employment terms, including whether employment is at will, should be stated in the final offer letter and governed by applicable law and Board-approved policy. Feed the Need of Putnam County is committed to equal employment opportunity and does not discriminate on any basis prohibited by law.

Pay: $35,000.00 - $42,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $35,000 - $42,000