Benefits:

401(k) matching

Company parties

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Parental leave

Training & development

Vision insurance

Wellness resources

Description

The Executive Administrator provides high-level administrative support to senior leadership, ensuring the smooth operation of daily activities and strategic initiatives. This role involves managing schedules, coordinating communications, handling confidential information, and supporting organizational efficiency.

The Executive Administrator is a key external facing position and must be able to present, facilitate and share information on behalf of the organization.

Scope of Work:

Meeting & Event Coordination: 20%

Schedule and organize assist with agenda preparation for board meetings (board of directors and the national advisory board), leadership meetings.

Prepare agendas, take meeting minutes, and follow up on action items.

Coordinate logistics for internal retreat, and outreach events up to three annually.

Coordinate with the leadership team to set agendas in advance and facilitate meetings and preparations sessions with guest facilitators for all staff and topic specific meetings,

Office & Operations Management: 10%

Serve as the lead by working with the IT department to transition to a secure server in order to maintain records, databases, and document management systems.

Participate in Special Operations tools, systems and change management, and benefits and payroll meeting series.

Coordinate vendor and contract management for SE Texas Hub.

Project Management Support: 50%

Lead cross-functional coordination among director-level staff to ensure alignment and accountability on organizational goals.

Assist Executive Director with special projects, research, and policy implementation, helping prioritize initiatives and move projects from concept to execution.

Track deadlines and ensure timely execution of initiatives.

Support fundraising, donor relations, or grant management as needed.

Manage calendars, appointments, and travel arrangements for senior executives.

Prepare summary documents for meetings, presentations, and correspondence.

Act as a liaison between leadership, staff, and external stakeholders.

Communication & Stakeholder Engagement: 20%

Draft and edit internal and external communications.

Handle correspondence, calls, and inquiries on behalf of executives.

Regularly attend and represent the leadership team in community meetings, networking events, and public forums.

Required Qualifications & Skills

Strong organizational and time-management abilities.

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite, Google Workspace, and project management tools.

Ability to handle sensitive and confidential information with discretion.

Detail-oriented with the ability to multitask in a fast-paced environment.

Experience in a nonprofit or mission-driven organization is a plus

Must be able to travel to Beaumont, TX every Thursday

Must be able to lift and move 30-40lbs during event preparation

Must have reliable daily independent transportation

Education & Experience

Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).

5-7 years of experience in an administrative or executive support role.

Flexible work from home options available.