Executive Director Job Description

Overview of Position

The Executive Director is responsible for the overall daily management of the centre, including administration, staffing, program development, financials, and ensuring compliance with all regulations and policies. The Director works collaboratively with staff, families, and community partners to promote a high-quality early learning and childcare environment. This position requires strong leadership, organizational, and communication skills, as well as the ability to make sound decisions in a fast-paced environment. The Director serves as a role model for employees who care for and educate children, ensuring that all practices align with the philosophy and mission of the organization.

Education and Training

• Must be trained and certified as an Early Childhood Educator (ECE) III or if you are an ECE II that you have applied or will be applying for the ECE III Program as per the Community Child Care Standards Act Regulations (Manitoba).

• Completion of a two-year diploma in Early Childhood Education through a recognized program, or an equivalent credential approved by the Early Learning and Child Care Program.
• Successful completion of a Current Child Abuse Registry Check, Criminal Record Check, First Aid/CPR Certification, and Safe Food Handling Certification
• Participation in a minimum of 24 hours of professional development annually as required under licensing regulations.

Experience Required

• Preferably 5 years of experience in early learning or related settings, with some supervisory or management experience preferred.

Main Areas of Responsibilities

1. Program Management

• Ensure the implementation and evaluation of a high-quality early learning and care program that meets the developmental needs of children.
• Maintain licensing requirements and ensure compliance with all standards and regulations.
• Oversee daily operations, including scheduling, staff supervision, and budget management.
• Promote a safe, healthy, and inclusive environment for children, families, and staff.

2. Health & Safety

• Ensure that all health and safety standards are met, including hygiene practices, emergency procedures, and workplace safety. Maintain up-to-date documentation and ensure staff compliance with safety policies.

3. Curriculum

• Support and guide educators in the planning and implementation of play-based, developmentally appropriate curriculum.
• Monitor and assess program quality and child outcomes to ensure continuous improvement.

4. Families & Community Relations

• Build and maintain positive, respectful relationships with families.
• Communicate regularly about children’s progress, program updates, and centre activities.
• Support family involvement and engagement within the program.

Overview of Responsibilities

1. Program Management

The Director oversees daily operations, long-term planning, and alignment with the centre’s mission, vision, and core values.

i)  Operations

Responsibilities include:

• Manage the centre’s staff and administration.
• Maintain open communication with staff, families, and external agencies.
• Implement and enforce staff procedures, policies, and information management systems.
• Maintain accurate records and documentation.
• Childcare online is up to date- by facility numbers
• Work with the Board of Directors to align the strategic plan with the centre’s goals.
• Support fundraising efforts
• Review and update the centre’s:

• Philosophy
• Mission and vision
• Program model
• Staff policies
• Parent and employee manuals
• Organizational affiliations

ii)  Regulations & Compliance

The Director ensures all operational and legal requirements are consistently met. in compliance with provincial regulations and licensing requirements. Will provide accurate information and reports to the Board of Directors and oversee financial expenditures according to approved financial control policies.

iii)  Government Regulating Body

The Director works in compliance with the Early Learning and Child Care Program and ensures that the centre meets all provincial regulations. Responsibilities include:

• Maintaining up-to-date knowledge of requirements set by the Early Learning and Child Care Program and Provincial Licensing.
• Ensuring the centre complies with all regulations.
• Preparing for inspections and ensuring all documentation is current.
• Represent the centre at meetings with the Provincial Child Care Coordinator.
• Reporting required information and attending meetings with the Board of Directors.
• Communicating updates to staff and families.
• Staying informed on changes to regulations that impact programming, administration, or employee obligations.

iv) Financial Management

The Director is responsible for managing the centre’s finances within established policies. Responsibilities include:

• Knowledge of Payroll and Accounting Software systems. Education to be provided if not experienced with these systems:

• Current Payroll/HR system is Rippling
• Current Accounting Software Application is QuickBooks Online

• Payroll:

• Onboarding new employees into Payroll/HR system;
• Offboarding terminated employees from Payroll/HR system;
• Approval of timecards for employees via Payroll Software;
• Approval of leave requests (vacation, time off) via Payroll/HR system;
• Scheduling of employees to ensure appropriate staffing for daily operations;
• Assisting employees in application for benefits and pension once probationary period completed;

• Managing all financial transactions, including:

• Knowledge of current annual budget, ensuring spending is within the set amount for each account. Overages need to be communicated with the bookkeeper/Board of Directors;
• Government Facility Reporting including facility reporting, ISP applications, pension reimbursement grants;
• Application for all applicable grants for the Center;
• Acquiring purchases required for the operation of the Center including groceries, repair/maintenance and activity supplies;

• All receipts/invoices (physical or online (must be printed)) are to be initialled with the appropriate chart of account associated to the purchase prior to giving bookkeeper for entry;

• Pickup of mail from Center’s P.O box and organize as appropriate;
• Bank deposits for received cheques and fundraising income;
• Completion of monthly floor insurance document, to be provided to bookkeeper for review and payment;
• Completion of monthly MCCA memberships for staff, including paying via online system with credit card;
• Assists the Treasurer in preparation of annual budget and audit;
• Ensuring financial operations meet Early Learning and Child Care Program guidelines

v)  Human Resource Management

The Director manages the human resource environment to empower employees and provide optimal care for children.

Responsibilities include:

• Supporting staff in their daily roles/on floor guidance- maximize their growth and potential.
• Creating a positive, professional work environment.
• Ensuring staffing meets licensing guidelines.
• Overseeing hiring, orientation, evaluations, and performance discussions.
• Following centre’s probation guidelines for staff and communicate with bookkeeper (e.g. signing up staff pension, benefits, etc.)
• Ensuring staff follow all centre policies, procedures, and provincial guidelines. Completion of Record of Employment upon termination.
• Promoting communication between staff, families, and the Board of Directors.
• Hire, recruit and interview new staff; offer positions to best candidates.
• Conduct yearly performance reviews to document performance and provide results to Board of Directors.
• Conduct yearly staff survey and provide results to Board of Directors.
• Process terminations, resignations, and leaves of absence; complete and process Record of Employment.
• Complete personnel files.
• Assist continual professional and personal growth.

vi) Public Relations & Communication Skills

• Demonstrate strong verbal and written communication skills.
• Use clear, professional language suited to their audience (parents, staff, children, community partners, Board of Directors).
• Communicate daily with employees to ensure policies, procedures, and program needs are met.
• Deliver accurate information regarding membership in professional associations (e.g., MCCA, CCCF).
• Use various technologies effectively to support communication.
• Establish effective organizational communication systems.

Responsibilities include:

• Represent the centre to outside organizations, individuals, and the general public..
• Work cooperatively with educational institutions, service organizations, and community partners.
• Promote the role of early childhood educators and childcare centres.
• Communicate centre philosophy, goals, and objectives clearly to parents.

vii) Professionalism & Personal Development

• Demonstrate personal and professional qualities and attitudes that support the development of others.
• Demonstrate appropriate work habits, including:

• Punctuality
• Ethical and professional behaviour
• Regular attendance

• Stay informed of research and new developments in the childcare field.
• Participate in ongoing professional growth, including workshops, college courses, conferences, and training opportunities.
• Adhere to and advocate for high-quality childcare standards.

viii) Interpersonal & Leadership Skills

• Building positive relationships.
• Effective decision-making.
• Addressing concerns and complaints professionally and in a timely manner.
• Facilitating problem-solving and conflict resolution.
• Creating an inclusive environment and promoting diversity.

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2. Health & Safety

i) Create a Safe and Healthy Environment

The Director ensures the centre is healthy, safe, and protected through the development and implementation of policies and procedures.

Responsibilities include ensuring:

• Children rights are respected and protected

• Health and safety procedures are developed, implemented, and understood by all staff.
• Employees are trained to use health and safety documents and that infectious disease guidelines are followed.
• Workplace Health and Safety Regulations and Child Abuse Protocols are followed.
• Food purchasing, receiving, and food storage meet all regulations.
• Hygienic practices are maintained
• Handbook and policies are followed by all employees
• Plan, prepare and serve a variety of nutritional snacks. Review and post menus.

ii) Respond to Incidents and Emergencies

The Director ensures proper procedures are followed in all situations involving illness, emergency, injury, or hazards.

Responsibilities include:

• Responding immediately to illness or accidents.
• Keeping equipment, toys, and appliances safe and in good repair.
• Distributing current health information to families and staff.
• Completing incident/accident reports and notifying families/coordinator
• Ensuring all staff have current First Aid/CPR certification & Commit to Kids.
• Compliance with fire and health regulations- fire drills, evacuation plans.

3. Curriculum

i) Plan Curriculum

The Director oversees the development and implementation of curriculum that reflects the centre’s philosophy, core values, and government regulations.

Responsibilities include ensuring:

• The curriculum aligns with early learning frameworks.
• Leadership and guidance are provided to staff for curriculum planning.
• Employees collaborate and use their professional expertise.
• Programming supports all developmental areas.
• Behaviour management policies are developed, and implemented
• Activities, indoor and outdoor spaces are evaluated to ensure children’s individual needs are met.

4.  Family & Community Relations

The Director will ensure families feel welcomed, informed, and involved in the program. The Director will communicate with parents regarding:

• Children’s daily routines and behaviour/ assists employees to share relevant information to be shared with families.
• Program or staff changes
• Illness, incidents, or other relevant information
• Provide information through social media platforms, childcare software (e.g. Fastoche), parent information boards.