What are the responsibilities and job description for the Executive Office Manager position at Shaker Village of Pleasant Hill?
Position: Executive Office Manager
Status: Full-Time/Salary
Shaker Village of Pleasant Hill
Shaker Village of Pleasant Hill (SVPH) is on a mission to inspire generations through DISCOVERY, by sharing the legacies of the Kentucky Shakers. SVPH is committed to bridging historic preservation, land conservation, engaged learning and warm hospitality to present an unrivaled destination experience.
Home to the third largest Shaker community in the United States from 1805 until 1910, SVPH manages the country’s largest private collection of original 19th century buildings and is the largest National Historic Landmark in Kentucky. Onsite amenities at SVPH include overnight lodging, dining and catering services, retail shops, event and meeting venues, historical exhibitions and tours, farm and garden area, nature preserve, multi-use trail system, equestrian stable and an extensive calendar of special programs, activities, and events.
Position Summary
Home to the third largest Shaker community in the United States from 1805 until 1910, SVPH manages the country’s largest private collection of original 19th century buildings and is the largest National Historic Landmark in Kentucky. Onsite amenities at SVPH include overnight lodging, dining and catering services, retail shops, event and meeting venues, historical exhibitions and tours, farm and garden area, nature preserve, multi-use trail system, equestrian stable and an extensive calendar of special programs, activities, and events.
Position Summary
Reporting directly to the President/CEO, the Executive Office Manager (EOM) provides clerical and logistical support to the organization’s executive officers, serves as liaison to the Shaker Village Board of Trustees, and supports Shaker Village broadly as the point of contact for IT, telecommunication, utility, office supplies, insurance, and other sitewide business services. The EOM also collaborates with the Accounting and Archives Departments to oversee institutional recordkeeping.
Responsibilities and Duties
President/CEO
Completes a broad variety of administrative tasks for the President/CEO including managing a calendar of appointments; completing required reports; preparing and proofreading correspondence; arranging travel plans, itineraries, and agendas; and compiling and assembling documents for meetings.
- Plans, coordinates, and ensures the President/CEO’s schedule is followed and respected, providing “gatekeeper” role for direct access to the President/CEO’s time and office.
- Communicates directly, and on behalf of the President/CEO, with Board members, donors, staff, and constituents on matters related to the President/CEO’s initiatives.
- Works closely and effectively with the President/CEO to keep him informed of upcoming commitments and responsibilities.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Edits and completes drafts for written communications to external stakeholders.
- Supports the design and creation of presentations and reports for diverse audiences.
Senior Leadership Team
The Senior Leadership Team (SLT) is comprised of the executives that oversee the varied departments of SVPH. The EOM provides clerical and logistical support to the SLT, and reports to the team on relevant matters as needed.
- Coordinates weekly SLT meetings, collaborating with the President/CEO to prepare agendas, A/V needs, presentations, recaps, and action items.
- Coordinates monthly manager meetings, gathering the SLT and their management teams.
- Provides clerical support to the SLT through proofreading, file management, and calendar management.
- Serves as liaison for IT, telecommunication, utility, office supplies, insurance, and other sitewide business services, reporting to and soliciting feedback related to these areas from the SLT.
- Works with the SLT to coordinate the President/CEO’s outreach activities.
Board of Trustees
- Serves as the President/CEO’s administrative liaison to the Shaker Village Board of Trustees.
- Assists Board members with Board and committee meeting logistics, including calendar invitations, confirmations, travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including distribution of meeting materials before meetings in electronic/paper format.
- Collaborates with the President/CEO to create, update, and distribute the Shaker Village Board of Trustees Manual; assists with the onboarding process for new Trustees.
- Maintains official files of the organization and takes minutes at meetings of the Board of Trustees.
- Other duties as assigned by the President/CEO or requested by the Chairman of the Board of Trustees.
Organization-wide Responsibilities
- Maintains tracking of contracts with external providers and is a liaison with external entities, including security firms and legal counsel, as needed.
- Maintains documentation related to property deeds, easements.
- Serves as procurement manager for all office supplies, supporting inventory, distribution, quality control, and expense control.
- Communicates changes, needs, and updates from IT/telecommunication providers.
- Proofreads official documents and agreements to ensure consistency with SVPH policies and format.
Skills and Qualifications
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
- Expert level written skills, applicable to general correspondence, legal agreements and contracts, meeting agendas and minutes, and official copywriting.
- Ability to solve problems with strong decision-making capability.
- Emotional maturity.
- Presents a professional and refined impression to SVPH constituents.
- Highly resourceful team-player with the ability to work independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience
- Bachelor’s degree or equivalent work experience.
- Strong work tenure with experience in supporting executives, preferably in a not-for-profit organization.
- Proficient in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
- Proficient in Adobe platforms.
- Strong project management and organizational skills required.
Mental and Physical Requirements
- Analyze and interpret data.
- Maintain concentration with time pressures and interruptions.
- Sit, stand or walk for a considerable length of time.
- Occasionally lift and/or move up to 25 pounds.
Working Environment and Conditions
- This position will require availability by phone or email outside of typical working hours.
- This position may require working some evenings and/or weekends at special events.
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