Board Relations & Executive Support Manager

Tennessee Wildlife Federation; Richland (TN); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

401(k) match

Medical coverage

Dental coverage

Vision coverage

HSA

Disability insurance

Life insurance

AD&D

Critical illness

Company holidays

Flexible hours

EAP

Job summary

Tennessee Wildlife Federation is seeking a Board Relations & Executive Support Manager to provide governance and administrative support, strengthening the board and the Chief Development Officer’s office. This role oversees board meetings, prepares materials, and maintains confidential information with discretion.

Local candidates only; coordinates calendar, travel, and communications, and aligns governance records with organizational standards.

Qualifications

• Bachelor’s degree in business administration, communications, public administration, or related field.
• 5+ years of administrative or governance experience supporting senior leadership or board functions within small to mid-sized organizations.
• Familiarity with nonprofit operations a plus.

Responsibilities

• Board & Committee Governance Support: manage full lifecycle of meetings, prepare packets, record minutes, track action items, organize governance docs, act as liaison, support orientations, ensure bylaws compliance.
• Executive Support to the CDO: manage calendar across locations, prepare materials and briefings, manage communications, coordinate travel and logistics, document donor/prospect contacts in CRM, maintain tracking systems.
• Office & Workflow Coordination: develop administrative systems, improve document management, build cross-department relationships, manage shared resources and timelines, ensure continuity of operations.
• Other Duties: attend meetings to represent TWF, assist in planning events and donor activities, support donor correspondence and related tasks.

Skills

Excellent communication

Confidentiality

Project management

Interpersonal skills

Analytical thinking

Education

Bachelor’s degree in business administration, communications, public administration or related field

Tools

Microsoft Office 365

Google Suite

Job description

Board Relations & Executive Support Manager

Founded in 1946 and based in Nashville, Tennessee Wildlife Federation is one of the state’s oldest and most influential conservation organizations. For 80 years, we’ve worked to protect Tennessee’s wildlife, promote responsible stewardship of natural resources, and ensure everyone can enjoy the outdoors. With an annual operating budget of $6.5 million, the Federation operates statewide to advance meaningful conservation efforts. As a trusted voice for sportsmen, outdoor enthusiasts, and conservation advocates, we lead conservation efforts that make a lasting impact — and we’re looking for people who want their work to make a real difference for Tennessee’s wild places.

The Board Relations & Executive Support Manager provides coordinated governance and administrative support to strengthen the effectiveness of the board and the Chief Development Officer (CDO). This role manages the full lifecycle of board and committee meetings—from planning and preparation through documentation and follow‑up—ensuring materials are accurate, timely, and professionally presented. In addition to these governance responsibilities, this role provides executive support to the CDO, who is based in a different location, by managing a complex calendar and meeting schedule, preparing materials and briefings, coordinating communications, arranging travel and logistics, and maintaining organized systems for documents, deadlines, and follow‑up tasks.

Operating as a central administrative hub for board engagement and the CDO’s office, this position relies on strong organization, polished written communication, and consistent follow‑through. This role handles sensitive information with discretion and maintains strict confidentiality in all interactions. This role maintains organized governance records and workflow systems that keep the CDO’s office running smoothly and support well‑organized communication between the CDO’s office, board members, and external partners.

Local candidates only; no relocation assistance provided

Job Responsibilities

Board & Committee Governance Support

• Manage the full lifecycle of board and committee meetings, including scheduling, agenda development, and preparation of materials, setup logistics, and on‑site or virtual meeting support.
• Prepare, format, and distribute board packets, presentations, and supporting documents with accuracy and professional quality.
• Record, transcribe, and distribute minutes for board and committee meetings, as well as other conversations or sessions as needed.
• Track and follow up on board and committee action items to support timely completion and clear accountability.
• Organize and maintain governance documentation, including minutes, bylaws, policies, rosters, officer terms, and historical records.
• Act as a day‑to‑day administrative liaison between board members and staff, ensuring timely, clear, and professional communication and support.
• Provide setup logistics and support for board orientations, including onboarding materials, documentation, and introductory coordination.
• Serve as the internal expert on board‑related requirements outlined in the bylaws, ensuring compliance and clarity for staff and board members.
• Monitor board officer terms and proactively alert the CDO when elections or transitions are required.
• Prepare briefing materials, timelines, and communication needs to support the CDO’s engagement with the board.

Executive Support to the CDO

• Oversee the CDO’s calendar and meeting schedule across locations, ensuring alignment with priorities, deadlines, and organizational needs.
• Develop and organize meeting materials, briefings, talking points, and follow‑up documentation that support the CDO’s readiness and decision‑making.
• Manage internal and external communications on behalf of the CDO, ensuring clarity, professionalism, and timely response.
• Coordinate travel, itineraries, accommodations, and meeting logistics for the CDO, including cross‑location planning and support, and appropriately document donor and prospect contacts in fundraising database.
• Develop and maintain structured systems for tracking documents, deadlines, commitments, and follow‑up tasks that keep the CDO’s work moving efficiently.
• Track major organizational and board‑related deadlines, ensuring the CDO is informed and prepared well in advance.
• Facilitate smooth communication and workflow between the CDO’s location and the organization’s primary office, ensuring continuity and alignment.
• Manage confidential information with discretion and maintain strict confidentiality in all interactions.

Office & Workflow Coordination

• Develop, organize, and refine administrative systems that support efficient workflow for board engagement and the CDO’s office.
• Create and improve processes for document management, communication flow, meeting preparation, and follow‑up tracking to ensure consistency and reliability.
• Build strong working relationships across departments to support coordinated information flow and timely responses to board and CDO needs.
• Provide structured administrative support that ensures smooth daily operations within the CDO’s office, including managing shared resources, timelines, and documentation.
• Track major organizational deadlines, reporting cycles, and governance‑related requirements to ensure alignment and readiness across the CDO’s office.
• Anticipate needs, identify gaps, and maintain systems that support continuity of operations when priorities shift or timelines accelerate.
• Handle sensitive information with discretion and maintain a high standard of professionalism in all interactions.

Other Duties

• Attend meetings to represent TWF on projects and initiatives.
• Assist in planning and executing events such as board meetings and socials, CAAs, and house donor events, ensuring professional logistics, smooth operations, and alignment with organizational standards.
• Assist in preparing donor correspondence and managing gift‑related administrative tasks to ensure timely, accurate, and professional stewardship.
• Other duties as assigned.

Qualifications

Qualifications

• Bachelor’s degree in business administration, communications, public administration, or related field.
• 5+ years of administrative or governance experience supporting senior leadership or board functions within small to mid‑sized organizations.
• Familiarity with nonprofit operations a plus.
• Proficient across Microsoft Office 365 and Google Suite

Skills and Abilities

• Strong communication (written and verbal) and interpersonal skills building strong, professional relationships with board members, staff, and external partners.
• Exceptional attention to detail ensuring accuracy in documentation, records, and follow through.
• Advance proofreading skills producing clear, polished, and error free materials.
• High level of confidentiality, discretion, and sound judgment when handling sensitive information.
• Ability to analyze administrative challenges, identify practical solutions, and follow through on implementation.
• Proven ability to manage multiple projects, produce effective results, and meet deadlines; must be self‑motivated, responsible, and have the ability to solve problems.
• Strong work ethic with the ability to reject setbacks and enthusiastically persist until goals are achieved.
• Professional, adaptable, and positive, with strong attention to detail and the ability to handle fast‑paced, day‑to‑day challenges with composure—and a sense of humor.
• Ability to work independently and within a collaborative, team environment.
• Ability to manage multiple priorities and deadlines in a fast‑paced environment; Ability to shift priorities quickly and unexpectedly.
• Resourceful and innovative at tackling challenges in a timely manner.
• Approach work from the Federation’s point of view rather than a personal point of view.
• Must have a passion for the Federation’s mission.
• A valid TN driver’s license, including a good motor vehicle record, and appropriate automobile insurance

Additional Information

• Medical, Dental, Vision, HSA, Short- and Long-Term Disability, Life, AD&D, Critical Illness, Accident
• Employee Assistance Program
• 401(k) match up to 6%
• 13 company paid holidays plus the week between Christmas and New Year’s
• Working Hours: 40 hrs/wk; M-F, 8:00am - 5:00pm (flexible)