Reports to: Executive Director (ED)

Employment Status: Part-Time Hourly (16-24 hrs./ week) with potential to transition to Full Time in the Future.

About: ShareBuilt is headquartered in Franklin, TN (Nashville Metro area). This position is ideally located in Middle Tennessee but may be staffed remotely (US based) for the ideal candidate.

Position Summary: To support the Executive Director in all facets of the establishment of a newly launched nonprofit in the areas of administrative support, process and system implementation, client and sharing partner engagement, and donor engagement. Be the face and voice of ShareBuilt in the absence of the ED.

Essential Functions
Administrative Support:
▪ Type and electronically file in Microsoft OneDrive all official documents including board agendas, minutes, action item lists, etc.
▪ Support the ED in the hiring of additional staff as may be necessary
▪ Set meetings and work with ED to manage their personal calendar
▪ Maintain complete and accurate directory of internal and external contacts
▪ Make phone calls to donors, board members, clients, and sharing partners as necessary to support ED
▪ Gather and organize invoices payable and work with ED and Treasurer to ensure timely payments
Process & System Implementation:
▪ Donor management system based on TrackVia workflow management system
▪ Policy and procedure documents in conjunction with the ED
▪ Work closely with the ED as they engage our marketing and communications firm to maintain a current and positive ShareBuilt marketing and social media presence
▪ Assist the ED in the implementation of Human Resources policies and procedures and the tracking of necessary compliance requirements
Client & Sharing Partner Engagement:
▪ Monitor systems for incoming client inquiries and ensure that inquiries are acknowledged and responded to in a timely manner
▪ Manage sharing partner (engineer, architect, & contractor) relationships and prequalification data.
▪ Oversee the documentation of all sharing partners involved in specific projects during and after conclusion of each project
▪ Support the ED in the creation and distribution of regular communications externally to clients and sharing partners
Donor Engagement:
▪ Monitor systems that track donor engagement and work with ED to reach out to past donors to maintain connection
▪ Support the ED in the creation and distribution of regular communications externally to donors

Qualifications and Requirements
Education: Bachelor’s degree in business, marketing, communications, or related field preferred
Experience and Skills:
▪ Experience in nonprofit management a desirable plus
▪ Experience in Executive Assistant / Office Management roles
▪ Architectural design or construction industry experience highly desirable
▪ Ability to set up and execute internal controls, systems, and document process improvements
▪ Internally–to staff throughout the organization including the Board of Directors–the ability to share ideas and status updates bringing understanding and mutual ownership of processes and results
▪ Externally—to service providers, clients, sharing partners, donors, and the community
▪ Documentation of healthy internal controls, policies, and procedures
▪ Familiarity with basic HR practices in the areas of benefits, employment law, and personnel files
▪ Proficiency in Microsoft Office 365 and data management programs
▪ Experience in in startup environments including implementation of new systems and software
Requirements:
▪ Strong oral communication skills with a positive, winsome, teamwork-oriented approach
▪ Strong written communication skills
▪ Comfortable with fast paced start-up culture with ambiguity
▪ Availability weekdays generally between the hours of 8-4 CST. Specific hours per day and days per week will vary and will be established with the ED in advance of each week.
▪ A teachable, growth mindset that strives for continuous improvement
▪ Alignment with and support of the Vision, Mission and Values of ShareBuilt
▪ Genuine desire to serve and love others through the mission of ShareBuilt
▪ Ability to prioritize and manage multiple projects, processes, and relationships simultaneously
▪ Commitment to performing their duties in accordance with the stated mission, vision and values of ShareBuilt and the ShareBuilt Policies and Procedures Manual.
▪ Enthusiastic alignment with the vision, mission and values of ShareBuilt
▪ Home office working environment that is quiet and free of distractions for the accomplishment of the position requirements in a professional manner.
▪ Access to highspeed broadband service and reliable cellular service in a home office environment.