Executive Manager (Approx 25 hrs per week)

PENCIL•Nashville, TN

16h

About The Position

PENCIL links community resources to Nashville Public Schools to help young people achieve academic success and prepare for life. PENCIL exists to create a world where Metro Nashville Public School (MNPS) students and teachers have equitable access to resources and opportunities, empowering students to succeed now and in the future. We will do this by creating a community that respects the unique perspectives and experiences of all stakeholders through proactive listening, continuous learning, and tireless advocacy for every student. Our work is guided by the needs of MNPS, is student centric, and is achieved through intentional partnerships and tangible engagements. The Executive Manager’s responsibilities are very detail-oriented and yet require a high level of customer service. The ability to quickly take directions and execute tasks independently is critical to success in this role. The responsibilities are varied and will demand the successful management of many open items simultaneously without letting any one item stay open too long. To be successful, the manager must ask questions when more information is needed, understand that attention to timelines is critical, and take initiative to bring about desired results. This position is integral to the high functioning of PENCIL’s executive office, which includes its board of directors. The goal is that this team member makes the executive office more efficient by managing the CEO’s emails, calendar, and board committee leadership, as well as documenting relevant communications in our CRM, Salesforce. The Executive Manager is also the primary point of contact for our board members, facilitating meaningful engagement with PENCIL, and serves as the general administrative support staff for PENCIL’s Management Team.

Requirements

Measurable attention to detail
Ability to communicate (write, speak) in the voice of the CEO and other PENCIL leadership
Regularly make decisions that keep PENCIL’s brand image strong
Think beyond the task at hand to the impact the result of the task will have
Draw conclusions and make suggestions for action
Ability to work independently and proactively without daily instruction
Unquestionable discretion and integrity
Adept at anticipating the needs of the CEO
Strong planning and execution skills; ability to change direction quickly if situations change
Ability to absorb constructive criticism well
Proactively ask questions when a task/project is unclear
Success with mastering technology and using it to gain efficiencies (i.e. implementing an on-line calendar scheduling tool rather than using emails to schedule meetings)
Excellent customer service and relationship management skills
Ability to work efficiently, prioritize multiple tasks, and hit deadlines
Demonstrable teamwork and conflict resolution skills
Organized and able to keep accurate and detailed documentation
Excellent written and oral communication skills
3 + years of experience in a similar role providing high-level assistance to an executive
Demonstrates the ability to manage sensitive information in a professional and confidential manner as outlined in PENCIL’s Confidentiality Policy

Nice To Haves

Bachelor's degree is preferred

Responsibilities

Manage the CEO’s calendar and email, scheduling meetings, sending invitations and reminders, and confirming meetings in advance.
Monitor email inbox and eliminate distractions as requested.
Prepare and send emails on behalf of the CEO via Outlook and Salesforce.
Handle administrative details for programs or processes under the CEO's direction, including requests for information, sending routine letters, answering questions, and following up on problems.
Prepare and submit expense and mileage reports for the CEO and other management team members as requested.
Take initiative to complete tasks and achieve desired outcomes professionally and thoughtfully.
Gather facts to enable the CEO to make quick and timely decisions.
Document CEO and Board activities in Salesforce in a timely, accurate, and complete manner.
Support the implementation of PENCIL’s board cultivation and engagement plan.
Communicate with board members on behalf of the CEO, as requested, obtaining personal and confidential information.
Develop and set the annual meeting calendar for the board and committees, manage invitations, and ensure timely preparation of agendas and materials.
Handle follow-up tasks after board and committee meetings.
Organize internal preparation for board and committee meetings, including management team preparation time, Salesforce documentation, on-site logistics, and managing external presenters.
Attend to technical, preparatory, and clean-up needs for board meetings, including managing virtual attendees, refreshments, and agendas.
Attend and take meeting minutes, maintaining strict confidentiality.
Manage and ensure the accuracy of board members’ information in Salesforce and other documentation.
Support the executive office in keeping accurate notes of key stakeholders in Salesforce.
Coordinate gestures of kindness and milestone marking for board members.
Implement and evolve a system for onboarding new board members and ensure necessary information is obtained and recorded in Salesforce.
Support the Individual Giving Manager with board stewardship of donors.
Support the Individual Giving Manager with communication and invoicing for board financial investments.
Sort and deliver mail for the office and initiate the check receipt process.
Monitor Info inbox and calendar daily, forwarding phone messages and emails.
Maintain schedule and use of conference rooms.
Support staff events and other PENCIL projects needing extra attention.
Assist other staff in projects and cross-coverage if needed.
Welcome and assist visitors during normal business hours.
Be flexible in supporting any office projects that need extra attention due to specific deadlines.
Perform other functions as assigned.