Managing Director

JOB DESCRIPTION
The Managing Director (MD) is the face, voice, and personality of Summerfair Cincinnati (SFC). MD should always be available to talk about SFC in a positive manner. MD is to attend as many artful events as possible to keep SFC in a positive spotlight. MD is to attend all events/meetings as required by the Executive Board. MD is to be prepared to be interviewed, on- or off-screen, at all times. MD is to perform all the tasks listed in this job description in a timely, efficient, and friendly manner. The MD works for the Executive Board and should be available to assist any Board member with their SFC duties and support them when necessary. Therefore, the MD must know and understand each position.

FACILITIES MANAGEMENT
● The Summerfair office should be available to visitors at all times. The MD shall keep all areas of the office clean, organized, and ready for any activity or meeting. The MD shall keep all materials needed to accomplish these duties in-house.
● The storage area must be kept clean and organized, with a detailed inventory of its contents.
● The break room must be kept clean and organized. This area houses the archived, financial, and historical material as well as supplies for SFC. It needs to be organized and maintained so that anyone can find what they need at all times.
● The gallery is to be maintained and kept clean at all times.
● The main working area needs to be organized and clean for use during meetings at any time.

FINANCIALS
● The Managing Director is responsible for the financial records and distribution of funds for Summerfair Cincinnati. All invoices are to be paid in a timely manner. Each will be placed under the budget line item number to which it belongs. The budget is never to be manipulated to make things look right. If a line item is over budget, the VP of Finance needs to understand why and make changes if necessary.
● The Managing Director is to work with the accounting firm to ensure all tax, payroll, and invoicing details are covered.
● A filing system that everyone can understand must be maintained at all times.
● The Managing Director is to know the budget and be able to explain everything to the Executive Board at any time. MD also needs to work with/for the VP Finance to determine what is best for the future of SFC.

YEAR-ROUND OPERATIONS
The Managing Director is to work with the President to keep SFC’s mission number one. Anything necessary to accomplish this is to be done per the President’s direction.

The Managing Director must work closely with the VP of Administration. MD must help keep the Corporation’s records and regulatory requirements up to date as per the VP of Administration.

The Managing Director will assist the VP Finance with all records, budgets, and investments. MD will help convey the budget to the Division heads and committees that will be spending from their areas. MD will also work with the VP of Finance and the accounting firm to keep everything in balance.

The Managing Director needs to know everything about the VP Membership position and what is going on. MD will be ready to assist in covering all aspects of this position. This includes the newsletter, preparation for meetings/parties, and helping to maintain Membership records.

The Managing Director is the right hand of the VP of Operations. They must work together to produce profitable events throughout the year to support SFC and its mission.

The Managing Director needs to know how each Award category works and be able to make each process happen. This area is what SFC is all about and is very important to complete in a timely, professional, and perfect manner. This includes Small Arts Awards, Emerging Artist Exhibition and Awards, Aid to Individual Artists Awards, Summerfair Select, Overture Awards, and any special projects or fundraisers that the Executive Board and membership see fit to sponsor. These awards are the responsibility of the VP of Awards. However, if this member is unable to complete this task or cannot assign another SFC member to do so, it is the responsibility of the MD to ensure this task is completed in a timely manner.

THE FAIR
The Managing Director must ensure that every facet of the Fair is addressed and completed in a timely manner. This responsibility falls to the VP of Operations and the Team Leaders; however, if they are unable to complete any of these tasks, the MD must ensure they are completed by the specified time.

Poster Competition – MD will update the application and distribute it to the general public via email lists, colleges, social media, and similar channels. MD will set up drop-off locations, poster pick up, location of judging, judges, set up membership vote, make contact with the winner, and send thank you letters to non-winners, work with the printer and artist, work with the billboard company, and see this project through to poster debut by getting the location and working all those associated details. And then making sure the posters are taken to the fairgrounds.

Zapplication/Exhibitors – Update Zapp with all information. Pay Zapp when needed. Open registration. Keep up to date with each process date and update Zapp when necessary. Find the location and judges for the jury process. Calculate all applications to fill the invite, wait list, and not-invited lists. Keep these lists through the opening of the Fair. Notify each artist of their location. Answer all communications associated with this process. Send necessary reminders of each deadline. Call up from the waitlist when appropriate. Work with Fair Chair and others on the layout of the Fair. Fill spaces as they become available until the Fair opens. Make lists for all necessary areas, including lunches purchased for delivery at the Fair, an early list of large vehicles, and category lists for judging at the Fair. Print all necessary signage for artist booths, parking passes, packet information, and all other details in this area. Keep deposits from Zapp going to the appropriate budget lines (registration, booth spaces, rental, and lunches).

Media/PR – Work with companies that cover these two areas. As of now, we are working with SVMedia and Game Day Communications. Keep up with details and approve all the media buys for radio, billboards, and print. The Managing Director needs to keep GDC updated with all new and old information that needs to go out to media, press, and set-ups for planned events to promote the Fair. Vouchers and tickets must be delivered to each company so they can distribute them to those who were promised them for distribution to advertise the Fair. Game Day is also a year-round vendor that needs to be worked with closely throughout the year.

Sponsors – work on this often and always throughout the year. This area also includes in-kind donations and other donations. As these come into the office, they must be properly recorded, and then letters must be sent for recognition and tax purposes. The sponsors, in-kind donations, and general donations must be added to the yearly program and website.

Fair Program – work with a company of choice that is preparing the program for print. All information that goes into the program must be worded and compiled before it is sent to them. It must be proofed and sent to the printer in a timely manner. It will be delivered to the Fairgrounds and ready to distribute at the start of the Fair.

Business Operations – MD is to ensure the ATMs and Bank monies are ordered, delivered, and kept secure at all times. The total counts of each area will be tabulated by the member volunteer who holds that position, but the final outcome is under the supervision of the MD.

Volunteers – Outside volunteers are taken care of by a member volunteer. The MD is a backup for this position. MD must keep the website and social media up to date and help where necessary. Member volunteer lists are managed by a member and/or the Fair Chair. If any help is needed, the MD must do it in a timely manner.

Merchandise – this is taken care of by a member volunteer. As with each task assigned to a member volunteer, the MD must be mindful of their desires and decisions, but be ready to step in to help or complete it by the necessary timelines. All details must be followed to ensure everything is completed and stays within budget. Information about the merchandise needs to reach those responsible for the signage. Merchandise comes to the office to be prepped for the Fair. The gang takes it all to the venue on the Wednesday before the Fair.

Entertainers – this is taken care of by member volunteers. Once again, the MD is there to help and take charge if necessary. All details must be followed to ensure all info is at the office in time to be entered into the program. Tickets and vouchers need to be counted, printed, and given to those in charge.

Pre-Fair Administration – These are member-filled positions that must be overseen by the MD without overstepping boundaries. All contracts in these areas must be signed by the MD.
● Rentals – member volunteer handles this area. MD must ensure that everything is ordered and that any vendor advertising is included in the program on time.
● Signs – member volunteer takes care of this area. MD must help in any way needed and get the signs to the Fair for display.
● Food – member volunteer takes care of this area. MD must help in any way needed to ensure that information reaches Coney and the assigned volunteer.
● Small Arts Winners – member volunteer takes care of this area. MD is to ensure each organization’s information gets into the program and into the map layout.

To apply: Send cover letter and resume to Jill Conway at jillconway0@gmail.com.

Deadline to apply is July 31.