Operations & Administrative Coordinator

Operations & Administrative Coordinator Confidential Irving, TX Job Details Full-time $45,000 - $55,000 a year 1 hour ago Benefits 403(b) matching Paid holidays Paid time off Cell phone reimbursement Retirement plan Qualifications Filing Executive administrative support Collaboration with board members High school diploma or GED Clerical experience Office management Board relations

Full Job Description Location:

Irving, TX (In-Office)

Job Type:

Full-Time, Salaried (Exempt)

Experience Level:

Mid-Level (3+ years) About Us We are an established educational nonprofit organization dedicated to maximizing educational opportunities for teachers and students. By funding innovative programs, scholarships, and academic activities, we help enhance creativity, leadership, and success within our local school district community. Position Overview We are seeking a polished, highly organized, proactive, and detail-oriented Operations & Administrative Coordinator to serve as a trusted partner to our executive leadership team. This in-office role is perfect for a professional who thrives in a fast-paced nonprofit environment and handles sensitive information with absolute discretion. The Operations & Administrative Coordinator provides high-level administrative and operational support to leadership. You will act as a primary liaison between executive leadership, our Board of Directors, donors, and community stakeholders while maintaining the highest level of professionalism. Key Responsibilities Executive & Administrative Support Manage complex executive calendars, appointments, reminders, and strict deadlines. Coordinate domestic travel arrangements, detailed itineraries, and expense documentation. Draft, review, and manage executive correspondence, emails, reports, and briefing materials. Serve as the primary point of contact for visitors, incoming calls, and general email inquiries. Maintain confidential files, records, and contracts with absolute accuracy. Board & Governance Support Coordinate Board and committee meetings in compliance with organizational bylaws. Assemble and distribute comprehensive Board packets, meeting notices, and track RSVPs. Manage both physical and virtual meeting environments. Assist with the administrative onboarding of new Board Members and maintain meticulous governance records. Office & Donor Coordination Track executive priorities, follow-ups, and key action items. Support operations by processing financial deposits and entering contributions into the donor CRM system. Foster positive donor relations by preparing timely gift acknowledgments, "thank you" notes, and greetings. Assist with the planning, setup, and on-site execution of organization events, receptions, and annual retreats. Manage the physical office aesthetic to cultivate a warm, inviting environment for visitors.

Qualifications & Skills Minimum Requirements Education:

High School Diploma or GED required (Associate's or Bachelor's degree preferred).

Experience:

Minimum of three (3) years of strong administrative assistant, office coordinator, or senior clerical experience. Experience supporting managers, directors, or senior C-suite leadership teams. Demonstrated excellence in a front-facing, customer service role. Core Competencies Exceptional organizational, time-management, and prioritization skills. Advanced proficiency in Microsoft Office, Google Workspace, Canva, and Outlook. Experience managing complex digital calendars, shared drives, and document management systems. Professional demeanor when interacting with board members, major donors, and community leaders. Preferred (Plus) Skills Familiarity with nonprofit operations or education-focused organizations/school districts. Familiarity with donor management systems. Bilingual skills (English/Spanish). Working Conditions & Physical Demands Requires prolonged computer use, repetitive hand motions, and frequent multitasking. Ability to maintain emotional control under pressure. Occasional extended or irregular hours during scheduled meetings and special events. Attendance at organization-sponsored events is expected. What We Offer We provide a comprehensive and competitive benefits package, including:

Salary Range:

Dependent upon funding availability and candidate experience (Externally funded role).

Schedule Flexibility:

10-Hour / 4-Day Work Weeks during the Summer.

Retirement:

403B Match program after one (1) year of service.

Perks:

Cell phone reimbursement and insurance reimbursement options (subject to approval).

Generous Paid Leave & Company Closures:

Two (2) weeks of Paid Time Off (PTO). One (1) week of Spring Break (aligned with the local school district). One (1) week of Thanksgiving Break. Two (2) weeks of Christmas/Winter Break.

Paid Holidays:

Martin Luther King Jr. Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, and Columbus & Indigenous Peoples' Day. Our organization is an equal opportunity employer and complies with the Americans with Disabilities Act (ADA).

Pay:

$45,000.00 - $55,000.00 per year

Benefits:

Paid time off Retirement plan

Work Location:

In person