Executive Director

Executive Director (Director of Operations) Job Description

Wilmot United Church

Position Overview

The Executive Director (Director of Operations) provides senior administrative and operational leadership during a period of significant transition, renewal, and long-term discernment. This role is designed as a strategic, transitional leadership position, focused initially on stabilizing and strengthening Wilmot's operational foundations, clarifying governance and accountability, and building sustainable systems that support ministry, staff, volunteers, and future growth. Over time, the role is expected to evolve toward a more fully realized operational leadership model aligned with Wilmot's long-term vision.

The Executive Director works collaboratively with the Minister, Council/Council Executive, Ministry & Personnel Committee, staff, and volunteers to ensure that Wilmot's operations are well-organized, clearly governed, financially responsible, and mission aligned.

Reporting Relationship: The Executive Director reports to the Ministry & Personnel Committee and maintains a strong functional relationship with Council/Council Executive.

Position Type: Full-time, salaried position. Initial appointment will be for two years and renewable, reflecting Wilmot's transitional context.

Purpose of the Role (Phase 1: Stabilization & Design)

In the initial phase, the Executive Director will focus on:

• Bringing clarity and coherence to operational workload, decision-making and reporting lines
• Designing sustainable systems for staffing, facilities, facilities rentals, communications, and administration
• Redistributing and right-sizing work currently carried out by staff and volunteers
• Supporting governance bodies in clarifying the respective roles in governance and operational management

Key Responsibilities

1. Organizational Leadership & Governance Support

• Serve as a senior administrative leader and trusted advisor to the Minister and governing bodies
• Support Council/Council Executive and Ministry & Personnel in clarifying operational authority, accountability, and decision-making pathways
• Help distinguish governance work from management and operations
• Develop and implement operational policies and procedures once governance clarity is established
• Contribute to phased strategic and operational planning aligned with Wilmot's transformation process

2. Human Resources & Staffing Systems

• Lead the review, renewal, and alignment of operational staff job descriptions, ensuring clarity, consistency, and realism
• Design a streamlined staff reporting structure that supports effective supervision and accountability
• Support staff recruitment, onboarding, supervision, and performance development processes
• Reduce over-reliance on long-time volunteers by identifying roles that require paid staff or third-party support
• Ensure safe workplace practices, employment standards compliance, and appropriate documentation

3. Operational & Office Administration

• Provide leadership and oversight to office administration functions
• Ensure alignment between staffing and the church operations.
• Oversee facilities rental administration and coordination, while assessing what tasks can be delegated, automated, or contracted out
• Improve coordination between office staff, communications functions, facilities, and volunteers
• Establish clear workflows, documentation standards, and record-keeping practices

4. Financial Stewardship & Risk Management

• Work collaboratively with the Treasurer and Finance and Property on budgeting, forecasting, and financial reporting aligning operational budgets with capacity and priorities
• Oversee vendor relationships, contracts, and procurement
• Support audit preparation, insurance compliance, and risk mitigation
• Help design sustainable revenue-supporting systems (e.g., rentals, partnerships, fundraising), without assuming sole responsibility for execution

5. Facilities, Property & Rentals (Strategic Oversight)

• Provide leadership for planning, related to facilities use, maintenance, and long-term decision-making for Wilmot facilities, in coordination with the Property Committee, Trustees, and external contractors
• Ensure clarity around safety inspections, documentation, and compliance with applicable workplace standards.
• Support development of a long-term facilities utilization and partnership strategy aligned with Wilmot's mission
• Assess what facilities-related coordination should be handled internally versus by third parties

6. Communications & Technology Enablement

• Support implementation of a comprehensive communications plan in coordination with Ministerial staff and volunteer teams
• Ensure appropriate systems are in place including but not limited to the Wilmot website, social media, live streaming, databases, and internal communications

Role Evolution (Phase 2: Implementation & Ongoing Leadership)

As governance clarity increases and systems are established, the Executive Director's role may evolve to include:

• Greater operational execution authority
• Leadership of expanded staff teams or contracted services
• Increased focus on partnerships, revenue sustainability, and long-term facility strategy

This evolution will be intentional, reviewed regularly, and shaped by Wilmot's capacity and discernment.

Qualifications & Experience

• Minimum 5+ years of senior management or operations leadership experience, preferably in a non-profit, faith-based, or complex volunteer-driven organization
• Demonstrated ability to lead organizational design, change management, and operational system-building
• Demonstrated success in developing external partnerships that have enhanced organizational growth and sustainability.
• Strong interpersonal skills with the ability to work collaboratively with committees, staff, and volunteers
• Experience navigating governance-management boundaries
• Financial literacy, including budgeting, reporting, and risk management
• Excellent organizational, communication, and problem-solving skills
• Skillful with business software suites such as MS365

Personal Attributes

• Values-based, steady, and community-minded
• Comfortable with ambiguity and phased change
• Able to prioritize realistically and set boundaries
• Relational leader who values collaboration over control
• Enterprising and mission-driven
• Capacity to work with patience, clarity, and humility in a church context

Compensation & Term

• Competitive compensation and benefits, commensurate with experience and market conditions
• Initial appointment may be for 2 years and renewable, reflecting the transitional nature of the role