Executive Director

Hourglass seeks a full-time Executive Director. Ideal candidate has excellent communication skills, experience evaluating research, interviewing leaders, updating and maintaining organizational website and social media. Fundraising experience preferred. Experience with WordPress required. Will organize events including monthly forums and an annual conference. Represents Hourglass within the community and at events. Engage nonprofit leaders and elected officials including the mayor, county commissioners and state legislators.

BA required. Masters preferred.

Hourglass works to inform, enlighten and encourage decision makers so that Lancaster County continues its growth and economic prosperity without losing its unique and enviable quality of life.

Send cover letter and resume electronically in PDF format to or via US mail to Hourglass 922 N. Queen Street, Lancaster, PA 17603. Those interested should send materials to Hourglass no later than May 17, 2021. References should be available upon request.


Position Description

Title: Executive Director

Reports to: Board President

Position Function: To provide administrative/executive support to the Board of Directors on a day-to-day basis.

Principle Responsibilities:

  • Board of Directors
    • Attend weekly board of director’s meetings
    • Prepare outline agenda for board meetings
    • Record and distribute minutes of the meetings
    • Report to the Board all communications requiring action
    • Coordinate attendance by board members at community meetings
  • Communications/Publications
    • Produce weekly electronic newsletter – Keeping Lancaster Current
    • Produce monthly Listening to Lancaster interviews – 12 programs/year
    • Layout and produce Hourglass Quarterly newsletter – 4 issues/year
    • Create and maintain Hourglass website
    • Create and maintain Visit Historic Lancaster website
    • Manage social media – Facebook, Twitter, LinkedIn, etc.
  • Fund Raising
    • Coordinate annual fund-raising appeal with Fund Raising Chair and coordinate all printed materials and mailing
    • Solicit sponsorships
    • Prepare acknowledgement letters to contributors for the President’s and Fund-Raising Chair signatures
    • Create, maintain and update as necessary
    • Giving history
    • Publication mailing lists, both electronic and printed
    • Contributor list
    • Community leaders list
    • Municipal officials list
  • Programs – Event planning
    • Contact and/or confirm speakers
    • Communicate monthly First Friday Forums to forum attendees
    • Upload and manage forums to YouTube and other platforms
    • Make travel arrangements for speakers and panelists as required
    • Reserve event location
    • Contact caterers and select menus
    • Arrange for audio equipment and test system prior to the event
    • Mail invitations
    • Maintain guest list for event
    • Serve as a greeter at the event
    • Coordinate any special needs as required for the event
  • Additional responsibilities
    • Attend community meetings as board representative as needed
    • Meet with and collaborate with other community non-profits
    • Maintain a line of communication with the Mayor and the mayoral staff
    • Provide additional support to board members as needed
    • Research issues as requested by board members
    • Read daily all local newspapers and the Capitol Wire news service. Disseminate information to the board when appropriate
    • Maintain a back-up copy of the office computer files
    • Perform other duties as assigned or apparent

After the new director becomes comfortable with the above responsibilities, the following responsibilities may be transitioned to the Executive Director.

  • Maintains the financial accounting records
    • Maintain the QuickBooks general ledger accounting system
    • Prepare checks for signature by the treasurer
    • Coordinate benefit and payroll information reporting
    • Prepare quarterly and year end payroll federal and state reports
    • Prepare year end W-2’s and 1099’s
    • Develop and generate financial reports
    • Reconcile cash accounts to general ledger
    • Transfer funds between accounts to ensure coverage of outstanding checks
    • Prepare monthly Cash Balance Report and review with the Board
    • Prepare and present quarterly financial statements
    • Prepare account analyses
    • Maintain the fixed asset register
    • Prepare annual operating budget
    • Prepare audit correspondence and assemble audit information and reports for auditors
    • Prepare supporting audit schedules and reports
    • Review draft audit report
    • Prepare Annual Report and mailing to donors and sponsors
    • Negotiate and maintain appropriate insurance coverage – Liability, worker’s compensation