JOB TITLE: Director, Executive Office
REPORTS TO: CEO
SUPERVISORY RESPONSIBILITY: No
FLSA STATUS: Exempt, Salary
LOCATION: Hybrid with in-office requirement in Nashville, TN
BIGGER AND BETTER TOGETHER
About Us
For over 50 years, Big Brothers Big Sisters of Middle Tennessee has served young people in the Middle TN region. Our work supports our belief that every child has the ability to succeed and thrive in life. Big Brothers Big Sisters makes meaningful, monitored matches between adult volunteers (Bigs) and youth (Littles). Through our commitment to quality, innovation, and the passion we have for our work, we develop and sustain positive, life-changing relationships that have a direct and lasting impact on the lives of our youth and the adults who mentor them.
Our Mission is to create and support one-to-one mentoring relationships that ignite the power and promise of youth. As noted by our Vision, we are driven by a future in which all youth achieve their full potential.
WE ARE AN AGENCY THAT CELEBRATES DIFFERENCES
We show each other dignity through our partnerships, decisions, and language. We intentionally engage, represent, and partner with our diverse communities. We demonstrate our values by learning together with staff, board, volunteers, youth, families, and investors to think and act with sensitivity and intentionality. Driven by the voice of our stakeholders, our agency develops responsive and respectful programming and builds strategic and thoughtful alliances. We want people of all backgrounds to see themselves represented and included in our work, so we actively seek to diversify our team and bring more voices to the table.
WE PRIORITIZE THE WELL-BEING AND PROFESSIONAL GROWTH OF OUR TEAM
We know that teams perform at their highest when they feel supported and that they belong. Each of our team members brings unique perspectives and skills, and we are committed to building a culture where voices are heard, differences are celebrated, and everyone has the opportunity to do meaningful work. At Big Brothers Big Sisters of Middle TN, you will be inspired by talented, passionate colleagues who will motivate you to do and be your best. We have built an environment focused on meaningful and supportive relationships. We see our team as more than just employees – we know and respect them as people.
We are honored to have been selected as one of the Nonprofit Time’s Best Nonprofits To Work For in 2024 and named a 2024 Inclusive Workplace by the Best Companies Group and COLOR Magazine. We are bigger and better together!
About the Role
Each employee at Big Brothers Big Sisters of Middle Tennessee helps extend the agency’s mission in particular ways, as outlined in the position description. The essential functions of the position include but are not limited to the following:
The Director, Executive Office is responsible for managing the office of the CEO, ensuring that strategic priorities are met and that the CEO can operate efficiently and effectively. This role demands exceptional organizational skills, professionalism, and the ability to cultivate and maintain high-level relationships with internal and external stakeholders, including staff, board members, and key partners. Acting as a key liaison, the Director will engage with individuals at all levels on behalf of the CEO and foster strong relationships with the Board.
The role will report directly to the CEO, working closely with the Executive Team, and the Board.
Day to day:
Support for the CEO
- Manage the CEO’s organizational priorities (internal and external), overseeing scheduling, meeting preparation, communicating agendas, and managing follow-up, including coordinating any action items and additional information needed.
- Develop and lead processes to track and communicate weekly, monthly, and quarterly priorities of the CEO.
- Implement and manage systems and rhythms that optimize the CEO’s time and efficiency, including monitoring the CEO’s email inbox, responding to secondary issues, and prioritizing communication that needs follow-up from the CEO.
- Research, prioritize, and follow up on incoming issues of concern to the CEO and determine the appropriate course of action, response, or referral.
- Use excellent writing skills to communicate concisely and effectively on behalf of the CEO to Board members, donors, agency staff, and other stakeholders on a variety of matters.
- Work with the Advancement Department to manage the CEO’s fundraising and donor priorities, including securing meetings, managing follow-up items, and priorities for fundraising events.
- Ensure the donor CRM is updated on behalf of the CEO and maintain all external stakeholder records.
- Draft agendas, manage follow-up on action items, and strategize quarterly with the CEO about meeting content to support weekly Executive Leadership Team meetings. This includes planning and coordinating logistics for outings and team leadership development.
- Oversee coordination of all reporting to the CEO from programs, projects, and departments, prepare pre-meeting briefings, undertake research, and ensure actions are completed.
- Work with the CEO, COO, and Executive Committee of the Board to manage the implementation and tracking of the strategic plan including managing a project document and collecting relevant updates as needed.
- Support the CEO to manage confidential matters effectively and ensure all communications are handled sensitively.
- Launch and oversee special projects assigned by the CEO as needed.
- Performs other duties as assigned by the CEO.
External Support for CEO
- Organize external appearances for the CEO, including media and events, and work with the appropriate staff to ensure briefings are prepared in advance.
- Organize and support meetings and projects with Big Brothers Big Sisters of America and the other BBBS agencies in Tennessee, including communications and follow-up.
- As appropriate, attend external meetings on behalf of the CEO, acting as a proxy, ensuring the CEO’s perspectives are communicated and decisions are made in their absence, while also capturing key takeaways and action items.
- Manage travel and complete expense reports for the CEO, tracking receipts and other relevant documents.
Board of Directors Management
- Perform primary administrative and communication support for the CEO to the Board of Directors by organizing, preparing for, attending, and following up on all aspects of board and committee meetings both virtual and in-person (including some early mornings, occasional evenings, and a rare weekend).
- Schedule and plan meetings regularly for the CEO and Chair, collate agenda items and circulate documents as required.
- Maintain, update, and adhere to board policies and bylaws, including advance distribution of relevant material before meetings.
- Coordinate and support the annual new board member orientation and annual Big Update, meeting of former board members.
- Support the Chair of the Board in leading the Board and executive committee, producing accurate minutes, following up on actions, and providing coordination support as required.
- Manage the board digital drive.
- Manage BBBSA and BBBSMT board compliance.
Agency Strategic Alignment
- Assist with agency priorities centered on resource development (relationships, resources, tools).
- Support and attend agency functions, both advancement-specific and broader agency events (Ex. Fundraising Breakfast, Big Appreciation Event, Graduation Celebration).
