Executive Director Administrator

Hawaii’s Plantation Village is an outdoor museum of historical homes and gardens that tell the story of Hawaii’s sugar plantation immigrants through guided tours by trained docents. The village is also a community resource and maintains an extensive artifacts collection.

Under the direction of the president of the board of directors of the Hawaii’s Plantation Village, manage the daily operations of the office, grounds and staff, seek funding for various projects, and facilitate, plan, and organize scheduled events throughout the year.

Distinguishing Characteristics

The Executive Director is responsible for major functions which have substantial community-wide impact, including policy development and implementation, marketing, and fundraising.

Example of Duties

1.     The Executive Director is responsible for the operation of the Hawaii’s Plantation Village Monday through Friday and Saturday's when necessary and during events that may be scheduled during evening hours or held on Sundays.

2.     Coordinate and supervise office operations.

3.     In the absence of the front desk staff, assign other staff members to cover the hours or if staff are not available, the Executive Director will provide cover.

4.     Ensure the safety of customers, staff, and volunteers including but not limited to identifying hazards (including uneven walking surfaces, possible falling branches and/or fruit), placing caution signage, reporting stray dogs on the premises, hiring security personnel as needed.

5.     Manage financial resources within areas of responsibility to ensure expenditures are within revenue projections and budgets are developed timely and implemented effectively.

6.     Capital improvement projects including budgeting and implementation.

7.     Assist staff in resolving problems and complaints involving customers.

8.     Maintain permanent records of personnel.

9.     Develop and keep current records of events, including implementation strategies and budgets.

10. Ensure the timely preparation, maintenance, submission, and distribution of reports and records as required by federal, state, local and national organizations.

11. Plan, organize, direct, supervise, and lead daily operations including assigning job duties and work schedules, providing timely feedback on performance, conducting performance evaluations, assessing training and professional development needs for assigned staff and providing training opportunities, participating in hiring and onboarding new staff, and participating in corrective and disciplinary processes with assigned staff.

12. Plan, organize, implement, direct, administer, review, evaluate, and revise programs, services, and activities in accordance with the HPV’s mission, vision, values, strategic goals and objectives, and ensure legal compliance and integrity in a manner promoting equity, inclusion and access for the stakeholder communities.

13. Plan and organize the annual Volunteer Holiday luncheon and the Staff and Docent Appreciation luncheon.

14. Participate in grant writing.

15. Increase memberships as a source of revenue.

Desirable Qualifications

1.     Personnel, fiscal, purchasing/procurement management.

2.     Budget development and execution processes.

3.     Principles and practices of human resource management.

4.     Evaluation techniques.

5.     Capital improvements projects, including budgeting and implementation.

6.     Experience with grant writing and proposals.

7.     Effective communication method techniques, and modes to engage with diverse stakeholder communities.

8.     Modern office practices, procedures and equipment including computer hardware and software.

Skills and Abilities

1.     Strategic planning, action, and leadership.

2.     Communicating and gaining support for Hawaii’s Plantation Village’s mission, vision, and values.

3.     Establish and maintain effective working and professional relationships with individuals and organizations from communities.

4.     Manage time and resources to meet deadlines.

5.     Maintain effective working relationships with internal and external parties including Board of Directors, City and County of Honolulu Parks and Recreation Department, community leaders, and legislatures.

6.     Read, interpret, and apply laws, regulations, policies, and guidelines impacting the effective, efficient, and equitable performance of Hawaii’s Plantation Village’s events.

7.     Research, analyze, develop, and interpret policies and procedures impacting Hawaii’s Plantation Village’s operations.

8.     Define issues, analyze problems, evaluate options, develop sound conclusions, and make appropriate recommendations to the Executive Committee of the board of directors within applicable laws, regulations, policies, rules and effective business practices.

9.     Communicate effectively through multiple modalities with internal and external stakeholders including office staff, volunteers, board of directors, and donors.

10. Establish and maintain effective working and professional relationships with individuals from the community.

11. Organize, assign, prioritize, and guide work activities and provide timely, effective feedback.

12. Must have strong fundraising abilities and the ability to grow donor list.

Training and Experience

The Executive Director must hold a bachelor's degree from an accredited four-year college or university.

The Executive Director must have a minimum of four years of increasingly responsible supervisory or management experience related to the duties of this position which demonstrates the ability to perform administrative assignments involving budget formulation, fiscal management and financial planning, participation in the development of policies, management and execution of a major program or project, personnel management, and contract procurement and administration.

Successful executive leadership in a non-profit organization is desirable.

Other Requirements

·       The Executive Director will obtain a Food Safety Certification (good for 3 years) immediately upon hire. 

·       As part of the Food Safety Certification, the Executive Director shall ensure that all food safety procedures are followed at all times on the premises during events.

·       The Executive Director and/or other Food Safety Certified persons must be present whenever food items are sold.