Executive Office Administrator

T3 Partnership•Fort Worth, TX

2d•$70,000 - $74,000•Hybrid

About The Position

The Executive Office Administrator will provide high-level administrative support to T3’s C-suite leaders, while also serving as the T3 office administrator and central point of coordination for office activities to ensure smooth daily operations. In addition, this individual will collaborate with the Manager of Procurement and Accounts to support operational and procurement functions. The ideal candidate will be highly organized, reliable, and proactive, demonstrating professional maturity and integrity, with the ability to manage diverse administrative tasks, support staff across departments, and maintain strict confidentiality.

Requirements

5+ years of progressively responsible experience providing executive-level administrative support, preferably supporting C-suite executives or senior leaders.
Demonstrated ability to manage multiple priorities, complex calendars, and competing deadlines with exceptional attention to detail.
Strong organizational and project coordination skills with the ability to anticipate needs and proactively solve problems.
Excellent written and verbal communication skills with the ability to interact professionally with executives, board members, staff, donors, and external partners.
Proven ability to handle highly confidential and sensitive information with discretion, sound judgment, and professionalism.
Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms, with the ability to quickly learn new technology systems.
Experience coordinating meetings, travel, board activities, events, and executive communications.
Associate's degree required; Bachelor's degree in Business Administration, Communications, Public Administration, or a related field preferred. Equivalent combination of education and experience will be considered.

Nice To Haves

Experience supporting a CEO, Executive Team, or Board of Directors.
Experience working in a nonprofit, education, government, or mission-driven organization.
Experience coordinating board meetings, preparing board materials, and recording official meeting minutes.
Experience with procurement processes, expense reporting, or office administration.
Experience using HRIS, procurement, or project management systems (such as Paycor, Asana, Ninety, Microsoft Teams, or similar platforms).
Certified Administrative Professional (CAP) or similar professional certification.

Responsibilities

Manage the complex schedules and administrative needs of the CEO, CIO and COO.
Proactively anticipates the needs of the C-suite leaders to ensure smooth operations of daily activities.
Schedules T3 Board of Director meetings, captures board meeting minutes, and provides updates as directed by the CEO or C-suite members.
Acts as a "gatekeeper" of sensitive information/details and serves as a key liaison between the executives and internal/external stakeholders of all levels and disciplines while upholding the highest of confidentiality.
Schedules meetings, appointments, and conferences, manages conflicts, and ensures timely reminders.
Schedules for flights, hotels, and transportation for business trips, managing itineraries and necessary documentation.
Answers phone calls, emails, and manages correspondence, taking detailed messages when necessary.
Drafts letters, reports, presentations, and other documents as needed.
Tracks and submits expense reports in the HRIS System (Paycor) for the executive.
Books meeting rooms, prepares agendas, distributes materials, takes meeting minutes, arranges meals, and follows up on action items for internal and Board meetings donor meetings, and occasional office or team meetings hosted by the CEO/VPPO or other leadership staff.
Foster positive relationships with internal teams, external partners, and key stakeholders on behalf of the executives.
Books meeting rooms or venues, arrange meals, refreshments, and necessary materials T3 hosted events.
Assists with specific projects by coordinating tasks, deadlines, and communication with relevant parties.
Greets visitors, manages office supplies & equipment, maintains filing systems, and coordinates office services.
Assists in troubleshooting issues related to daily operational activities at the office and partner locations.
Coordinate with TCC staff to reserve meeting rooms and to obtain badges for T3 staff.
Manage the organization’s general inbox and voicemail and forward messages to staff as needed.
Responsible for ordering floral arrangements or gifts in care or celebration of staff life events.
Provides historical electronic and hard copy reference by developing and maintaining filing, retrieval systems
Assists the Manager of Procurement & Accounts with internal purchases, as well as the pick-up and delivery of items for teams and departments as needed.
Provides support in coordinating travel arrangements for staff members, to include flights, accommodation, and transportation for company travel.
Always function in a professional manner, maintaining discretion privacy.
Performs other related duties as assigned.