Administrative Services Coordinator

TEXAS COUNCIL ON FAMILY VIOLENCE•Austin, TX

12d•$24 - $26•Hybrid

About The Position

The Administrative Services Coordinator provides clerical and administrative support primarily to the Chief Executive Officer, including scheduling, correspondence, document preparation, and coordination of Board and committee meetings. Reporting to the Director of Operations and Engagement, the role also assists with day-to-day office operations and provides selected administrative support to Human Resources and Finance under established procedures. The position requires strong organizational, communication, and time-management skills, attention to detail, proficiency with standard office technology, and the ability to handle confidential information appropriately. This is a hybrid position for Texas residents, with periodic in-office responsibilities and attendance at in-person activities; otherwise, hybrid staff work remotely within Texas. The position is full-time, day shift, and may require travel of up to 25%.

Requirements

Texas residency is required.
High school diploma or equivalent.
At least two years of experience providing administrative, clerical, or office support in a professional setting.
Strong organizational, scheduling, communication, recordkeeping, and time-management skills, with accuracy and attention to detail.
Proficiency with Microsoft Office/Microsoft 365 applications, including Excel, Word, Outlook, and PowerPoint, and ability to learn new administrative and organizational systems.
Ability to follow established procedures, manage multiple assignments, maintain confidentiality, and communicate questions or concerns to appropriate staff.
Ability to work collaboratively, adapt to changing priorities, and provide responsive administrative support.
Ability to read, write, and converse in English; travel as needed; and tolerate prolonged sitting or standing.
Ability to manage routine deadlines, competing administrative requests, and professional interactions with staff and external contacts.

Nice To Haves

Additional education or training in business administration, office administration, or a related field.
Experience supporting executive leadership, Board or committee meetings, or multiple organizational functions.
Familiarity with office equipment, administrative software, or electronic records management systems.
Experience working in a nonprofit or mission-driven organization.

Responsibilities

Provide day-to-day clerical and administrative support to the CEO, including calendar management, correspondence, and routine follow-up.
Assist with scheduling and preparing agendas and materials for all-staff, leadership, and other organizational meetings.
Prepare, format, proofread, organize, and distribute presentations, reports, correspondence, and other administrative documents.
Maintain administrative records and files and coordinate routine requests and communications as assigned.
Provide administrative support for the Board of Directors and committees in coordination with the Director of Operations and Engagement, CEO, and Board leadership.
Schedule Board and committee meetings; coordinate meeting logistics and Board-related hotel accommodations; and prepare and distribute agendas, meeting packets, and related materials.
Attend assigned Board and committee meetings and draft and maintain minutes and meeting records for review and approval through established processes.
Maintain Board and committee rosters, governance records, and related documentation; assist with Board member onboarding and routine communications.
Assist with routine office functions, including supplies, mail and deliveries, equipment requests, shared administrative resources, and logistical support for organizational activities.
Maintain administrative files, forms, contact information, and shared resources.
Assist with routine purchasing, vendor documentation, and established administrative processes as assigned by the Director of Operations and Engagement.
Provide routine clerical and administrative support to Human Resources and Finance, with assignments and priorities coordinated through the Director of Operations and Engagement.
Assist with organizing, maintaining, and retrieving departmental records, files, forms, and supporting documentation.
Assist with routine administrative tasks related to employee benefits, payroll documentation, and other HR and Finance processes, following established procedures.
Assist with recruitment-related administrative tasks, employee communications, and organizational activities, including scheduling, document preparation, and coordination of materials.
Prepare and maintain information, reports, and records using Microsoft 365 and other organizational systems.
Assist with additional administrative needs and assignments identified by Human Resources and Finance and coordinated through the Director of Operations and Engagement.