Onsite Office Manager & Executive Assistant to Chief Deputies

People Performance Resources•Dallas, TX

30d•Onsite

About The Position

The Office Manager & Executive Assistant supports CPAL’s Chief Deputies and manages the daily operations of the organization’s Dallas office. The hybrid role combines executive support with responsibility for maintaining an efficient, organized, and welcoming workplace that serves staff, community partners, vendors, and other visitors. The position helps ensure that office operations and executive communications support collaboration and CPAL’s mission to reduce childhood poverty in Dallas. The role provides calendar, travel, correspondence, document, and meeting support to the Chief Deputies; coordinates communication with internal and external stakeholders; and manages office logistics, vendors, supplies, and visitor experiences. It also partners with the Alignment Team on office site visits and with Good Coworking on shared-space standards. The position calls for a consistent onsite presence Monday through Friday, with occasional weekend availability as needed.

Requirements

Bachelor’s degree in Business Administration, Communications, Non-Profit Management, or a related field.
At least 5–7 years of experience as an Executive Assistant, Office Manager, or in a hybrid administrative/operations role.
Excellent organizational and time-management skills, including the ability to prioritize and multitask across executive support and office operations.
Strong written and verbal communication skills.
Comfort serving as the go-to person for both executive needs and everyday office logistics.
Proficiency in Google Suite and Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
High integrity and discretion in handling confidential information.
Ability to work independently and as part of a team in a fast-paced environment.

Nice To Haves

Experience in a nonprofit organization is preferred.
Experience supporting multiple executives simultaneously is strongly preferred.
Familiarity with project management tools.

Responsibilities

Manage the Chief Deputies’ calendars, including scheduling meetings, appointments, and travel arrangements.
Prepare and edit correspondence, communications, presentations, and other documents.
Handle confidential information with discretion and professionalism.
Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Serve as the primary point of contact for internal and external stakeholders regarding meeting logistics and materials.
Act as a liaison between the Chief Deputies and staff, board members, donors, and other stakeholders.
Facilitate communication and collaboration across departments.
Maintain a professional, vibrant, and welcoming office through day-to-day tasks, including watering plants, preparing for visitors, and maintaining common areas.
Maintain a consistent onsite presence Monday through Friday, with occasional weekend availability as needed.
Organize and track office deliveries, mail, and supply inventory, ensuring timely receipt, distribution, and restocking.
Serve as the day-to-day point of contact for office support vendors, including cleaning, water service, and printer or technology needs.
Partner with the Alignment Team to plan and support office site visits, prepare materials, and ensure logistics run smoothly.
Serve as an ambassador for CPAL’s mission in external interactions.
Lead the visitor experience by overseeing scheduling and reservations, greeting guests, assisting with setup, and providing tours, which may occasionally include weekends.
Monitor office operations and visitor engagement metrics to inform process improvements.
Collaborate with Good Coworking to maintain shared-space standards.