Executive Director of Village of WestClay Owners Association

Carmel, Indiana

The Village of WestClay, a vibrant planned community of approximately 5000 residents in Carmel, Indiana reflecting the principles of New Urbanism, is seeking an Executive Director of the Village of WestClay Owners Association (VWCOA).

The Village broke ground in 1999 as Indiana’s only Traditional Neighborhood Development (TND) and has been steadily growing ever since. It spans 700 acres and encompasses more than 1900 single family homes, townhomes, apartment-style condominiums, and senior housing as well as more than 100 businesses and 171 acres of open space and amenities.

The Executive Director provides strategic leadership and hands-on direction to a staff of nine, inspiring them to provide outstanding service to the members. The position reports to the Board of Directors for effective and efficient financial, operational and administrative management of the Association.

Essential Duties:

• Plan and direct the work of the VWCOA, ensuring proper maintenance and care of the $100 million of Village assets, set annual performance goals for self and staff, and coach, support and mentor the Village Team.
• Regularly inspect all Village assets.
• Prepare and properly administer annual operating and reserve budgets with guidance from the Board of Directors and Finance Committee and oversee accounting, financial reporting and auditing procedures.
• Ensure the Board is presented with all facts and data to foster informed decision making.
• Ensure the Village ends each year with revenue over expense.
• Oversee Village-wide development and land use issues ensuring compliance with all appropriate governing documents.
• Serve as the primary liaison to and maintain good relations with the Board of Directors and all standing Village Committees.
• Assist the President in recruiting new Members to serve on Village Committees and cultivate relationships to develop a pipeline of volunteers.
• Prepare agendas for all Board and Committee meetings and draft minutes for approval, working in cooperation with the Board Secretary for board meetings.
• Serve as the primary liaison to and promote good working relationships with surrounding neighborhoods, the City of Carmel and Hamilton County.
• Work with the Carmel Street Department to facilitate repairs and maintenance in the Village
• Facilitate economic development undertakings and site programming to improve quality of life for residents and businesses within the Village of WestClay.
• Promote proactive and informative communications to the Members, including presentations related to financial and operational performance at the VWCOA Annual Meeting.
• Facilitate the operations of the VWCOA Architectural Review Board.
• Manage all capital expenditures in compliance with the established reserve study and update the reserve study reports as needed.
• Direct all bidding, procurement, and contract procedures.
• Oversee matters pertaining to the VWCOA.
• Create a monthly dashboard measuring the key metrics of the Village.
• Ensure all social events are sponsored and funded each year with excess sponsorship dollars accrued for future needs.
• Assist the Vortex Swim team to ensure the group is funded and vibrant.
• Ensure swimming pools are open and fully function during pool season.
• Assist the Controller in the collection of delinquent accounts.
• Monitor the capital expenses and ensure the Reserve Study is guiding future capital expenditures.
• Work with Village Business and assist in their promotion and marketing.
• Review and update the Village Mission and Vision each year with the Board.
• Ensure all Village processes are recorded and reviewed annually.
• Act as the liaison to the Architectural Review Board and Village Architect and assist in the review and approval process ensuring all Guidelines and Covenants are followed.
• Ensure all Human Resources policies and procedures are followed.
• It is critically important that all Village Safety Procedures are followed and the safety of the Village Team is of foremost importance.

Key Attributes / Job Qualifications:

• Ability to plan, initiate and properly execute programs and initiatives (previous project management experience a plus)
• Management style that promotes competence, courtesy, collaboration, and effective communication
• Customer service orientation–must be both responsive and decisive
• Advanced knowledge of architecture and construction
• Prior experience running a highly complex organization preferred
• Skillful negotiator particularly with respect to large procurement contracts
• Strong leadership and creative problem-solving skills
• Financial acuity
• Excellent communication skills—both oral and written
• Bachelor’s degree in business or a related field
• Competency in using Microsoft Office products
• Knowledge of Quick Books preferred