Executive Assistant and Office Manager
9 days ago
Austin
Job Description Texas Advocacy Project (TAP) is a statewide non-profit working to end dating and domestic violence, child abuse, sexual assault, human trafficking, and stalking in Texas. TAP empowers survivors through free legal services and access to the justice system, and advances prevention through public outreach and education. Our vision is that all Texans live free from abuse. TAP's Core Values are Integrity, Courage, Innovation, & Empowerment. The Executive Assistant & Office Manager provides high-level, mission-critical support to the CEO as the primary priority, and to the Chief of Staff (COS) in executing organizational, administrative, and operational responsibilities. This role ensures the effectiveness of executive leadership while maintaining the smooth daily operation of TAP’s office environment. The ideal candidate is proactive, organized, discreet, highly professional, and committed to supporting the leadership of TAP. Both dimensions of the role—executive support and office operations—are essential to the sustainability of the agency and the well-being of the staff. A strong understanding of TAP’s mission and brand is required. Position Description Executive Support (Primary Support to CEO; Supplemental Support to COS) CEO Support (Primary Priority) • Manage the CEO’s calendar, schedule all meetings, speaking engagements, travel, and provide daily briefing materials., • Accompany the CEO to virtual or in-person meetings as needed., • Draft, proofread, and prepare correspondence, memos, letters, executive documents, and briefing materials., • Serve as the CEO’s gatekeeper—triage requests, prioritize meeting needs, manage communications, and protect the CEO’s time., • Track CEO-related deadlines, follow-ups, and deliverables and ensure timely completion., • Assist the COS with internal coordination, scheduling, cross-department communications, and administrative needs., • Support organizational initiatives, strategic projects, and operational improvements led by the COS., • Help track, document, and streamline workflows and follow-up processes to increase leadership efficiency. Board Governance Support (CEO & COS) • Prepare meeting packets, agendas, presentations, and minutes for the Board of Directors and Advisory Board., • Track, assign, and follow up on action items., • Maintain Board records, orientation materials, digital filing, and governance documentation., • Assist the COS with committee scheduling, logistics, communications, and board-leadership development. Project & Task Management • Track organizational deadlines, special projects, event preparation, executive initiatives, and interdepartmental tasks., • Identify scheduling or resource conflicts and offer proactive solutions., • Maintain systems for tracking work in progress and executive priorities. Office Management & Administrative Operations • Oversee day-to-day office operations to ensure a clean, organized, professional, and efficient work environment., • Maintain office supplies, equipment functionality, inventory, and vendor relationships., • Coordinate office maintenance, repairs, and facility needs., • Manage mail, deliveries, phone reception, and general office inboxes., • Maintain physical and digital filing systems for office operations and executive documents., • Assist HR with onboarding tasks, scheduling, and basic records support for both staff and volunteers., • Perform office errands and serve as general administrative support for staff and leadership., • Proven experience as an Executive Assistant, Office Manager, or similar skillsets within a role., • Experience supporting an executive leader in a nonprofit organization preferred., • Experience as a personal assistant, household manager, or similarly high-responsibility support role preferred., • Outstanding organizational skills, follow-through, and attention to detail., • Strong written and verbal communication skills., • Ability to support multiple high-priority leaders simultaneously., • High professionalism, confidentiality, excellent judgment and interpersonal skills., • Strong mastery of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)., • Familiarity with Adobe Acrobat, DocuSign, Google Workspace, and cloud file systems (Box preferred)., • Ability to work standard office hours with occasional overtime., • Valid driver’s license and reliable transportation., • Ability to lift up to 25 lbs. Salary range $50,000-$55,000. Compensation is commensurate with experience. You have the opportunity to participate in the Project’s matching retirement plan. Generous paid vacation and personal leave. A criminal background check will be conducted. Texas Advocacy Project is a smoke-free work environment.