Job Overview:

As a triennial Festival, the Executive Director works 10 to 40+ hours per week on a three-year cycle. This position is part-time the first year, with a gradual increase to full-time as the Festival approaches the third year.  The 11th Festival will be held in July 2019.  A minimum two-year commitment is expected and a flexible approach to work schedules is a prerequisite. The successful candidate will be highly motivated, capable of working on their own, and have excellent organizational, fiscal management, fundraising, and communication skills. The Executive Director will work independently for the first year, and then train and supervise two support staff during the months leading up to and through the Festival. A background in arts management or event planning as well as marketing is highly desirable, along with an appreciation of choral music and knowledge of the Missoula arts and business community.

 Job Location:

The ICF office is located in a beautifully restored historic building two blocks from downtown.

Duties and Responsibilities:

Office Administration

  • Maintain a one-person office and perform basic office tasks including bill pay, payroll, database maintenance, reports, communications, inventories, etc.
  • Respond to daily emails, phone inquiries, etc. and maintain communication with colleagues in the arts community, business partners, and Festival sponsors as needed.
  • Communicate regularly with selected choirs, on behalf of the Artistic Director.
  • Supply ICF committees with information and statistics, when needed.
  • Train and supervise support staff and office volunteers as needed and approved.

Financial Management

  • Oversee the development of the Festival budget.
  • Record all financial transactions in QuickBooks (donations, deposits, payroll, bill pay, etc).
  • Assist the ICF Treasurer in preparing financial reports as requested.
  • Prepare other office reports as needed.
  • Payroll, payroll taxes and quarterly taxes; W2,W9, and 1099 annual reporting.


  • Prepare annual pledge-drive mailings.
  • Work with chair of fundraising committee to plan and implement fundraising strategies.
  • Write grant applications and/or provide information to grant writers as needed.
  • Work with chair of fundraising events committee to help plan and implement events.

Advertising & Publicity

  • Schedule and place all media buys, designing ads with graphic designer.
  • Send press releases to media at appropriate times.
  • Design Festival brochure, working with graphic artist to produce.
  • Design and produce Festival newsletters and make arrangements for bulk mailing.
  • Represent the ICF to the media, at community events and meetings as needed.
  • Maintain ICF website; maintain ICF Facebook page.


  • Develop agendas for Board meetings (with the President) and prepare meeting materials.
  • Attend all official meetings of the ICF Board and Executive Committee.
  • Attend other committee meetings as needed.

Festival Year Duties

  • Assist choirs with the visa process, working with Festival visa attorney.
  • Order Festival items needed such as choir tote bags, name badges, admission buttons.
  • Secure all licensing and liability insurance needed.
  • Oversee and assist the volunteer and host operations.
  • Oversee admission button sales through vendors and online.
  • Customize Festival itineraries for choirs and host families.
  • Create local bus transportation schedule for U.S. choirs and choir outreach concerts.
  • Create Festival Program Book and oversee production along with graphic designer.
  • During Festival week, be available at all times to trouble-shoot problems.

Required Knowledge, Skills and Abilities:  The successful candidate will be highly motivated and detail-oriented; able to work independently; demonstrate fiscal expertise and excellent oral and written communication skills; be reasonably tech-savvy, and be prepared to advance the mission of the organization with decisive leadership and strong interpersonal skills.  A background in marketing, and experience with event planning and/or performing arts management is highly desired.  A high level of proficiency with Excel and Word is required.  Familiarity with QuickBooks, WordPress and CS4 design software, and experience in grant writing are all a plus.  The ideal candidate will have an appreciation for choral music and/or a musical background, and knowledge of the Missoula arts and business community.

Physical Demands: The physical demands that must be met by an employee to successfully perform the essential functions of this job may include sitting for long periods of time, standing, bending, kneeling, walking, lifting or moving up to 40 lbs, twisting at the neck and the waist, moderate repetitive use of hands, wrists and forearms while working on a computer. Specific vision abilities required by this job include close and distance vision and the ability to adjust focus. Specific audio abilities required by this job include the ability to perceive the nature of a sound.

Compensation:  Competitive salary ranges from $24,800/year for part-time to $35,600/year for a mix of part and full time.  Personal leave, reserved parking, and community service benefit included.

How to Apply: E-mail a resume, a substantive cover letter explaining why you would be well qualified for this position, and contact information for three professional references to [email protected].

Deadline:  Applications are due by Friday, December 22, 2017 although the position will be open until filled. Position start date is January 2, 2018 for part-time training through December, with full responsibility starting January 29, 2018.

For More Information:  Please contact [email protected].