What are the responsibilities and job description for the Executive Office Administrator position at T3 Partnership Tarrant To & Through?
The Tarrant to & Through (T3) Partnership aims to increase post-secondary credentials and workforce success for Tarrant County students. Currently, only 39% of adults have an associate degree or higher, despite 65% of jobs requiring post-secondary education. T3 provides resources, financial assistance, and opportunities to students and families, equipping them for successful careers. Through collaboration with various organizations, we strive for inclusive pathways to education. Our goal is systemic change that positively impacts the entire Tarrant County community for generations to come.
POSITION OVERVIEW
The Executive Office Administrator will provide high-level administrative support to T3’s CEO and VP of Program Operations (VPPO), 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.
ESSENTIAL DUTIES & RESPONSIBILITIES
Executive Support:
- Manages the complex schedules and administrative needs of the CEO & VPPO.
- Proactively anticipates the needs of the CEO & VPPO to ensure smooth operations of daily activities.
- Board Reporting: schedules T3 Board of Director meetings, captures board meeting minutes, and provides updates as director by the CEO.
- Confidentiality: 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.
- Calendar Management: Schedules meetings, appointments, and conferences, manages conflicts, and ensures timely reminders.
- Travel Arrangements: Schedules for flights, hotels, and transportation for business trips, managing itineraries and necessary documentation
- Correspondence Management: Answers phone calls, emails, and manages correspondence, taking detailed messages when necessary.
- Document Preparation: Drafts letters, reports, presentations, and other documents as needed
- Expense Reporting: Tracks and submits expense reports in the HRIS System (Paycor) for the executive.
- Meeting/Event Coordination: 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.
Office Administration:
- Internal Meetings/Events: Books meeting rooms or venues, arrange meals, refreshments, and necessary materials T3 hosted events.
- Project Management: Assists with specific projects by coordinating tasks, deadlines, and communication with relevant parties.
- Office Management: 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.
- TCC Campus Support: 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
Operations & Procurement Support:
- 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.
Confidentiality & Professionalism:
- Always function in a professional manner, maintaining discretion privacy.
- Performs other related duties as assigned.
QUALIFICATIONS
Education
- High school diploma or GED with strong record of success and relevant experience or
- Associate or bachelor’s degree in business administration, English, Journalism, Communications/PR, or another related field
Experience
- 5 years of experience as an Executive administrative professional supporting major functions and C-suite level staff.
- Demonstrated experience interacting with internal and external stakeholders of all levels and disciplines.
Preferred Qualifications
- Experience working directly in nonprofits, education, workforce development or with economically disadvantaged students and families
Knowledge, Skills, and Abilities
- Ability to work independently and with limited structure.
- Flexibility to adjust to changing priorities and work demands.
- Strong written and verbal communication skills to interact effectively with internal and external stakeholders of all levels.
- Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
- Meticulous accuracy and attention to detail in handling data and documents.
- Expertise in Microsoft Office Suite (Word, Excel, PowerPoint), email, calendar applications and ability to learn to software.
- The ability to effectively uphold confidentiality and discretion when handling sensitive information requiring the utmost privacy.
- Knowledge of office administration, clerical procedures, and recordkeeping systems.
- Able to type a minimum of 50 words per minute.
- Ability to operate with humility, an open mind, and sense of urgency.
- Belief in the power of education and equity to improve the odds for all children in service of the Tarrant To & Through Partnership’s mission.
TRAVEL REQUIREMENTS
This position may require occasional travel throughout the Dallas-Fort Worth Metroplex, and surrounding suburbs as needed to support the VPPO or CEO during various in-person meetings.
PHYSICAL / MENTAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.
While performing the duties of this position, the employee is regularly required to sit and use the wrists, hands, and/or fingers. The employee is occasionally required to stand, walk; climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work at a desk and computer screen for extended periods of time.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level is low to high and may have frequent interruptions. There may be activity from other employees of a distracting nature.