Administrative and Operations Assistant

REPORTS TO: President/CEO

EMPLOYMENT STATUS: Full-Time

COMPENSATION TYPE: Salaried (Exempt)

WORK LOCATION: In-Office

POSITION OVERVIEW 

The Administrative and Operations Assistant provides reliable, confidential administrative and operational support to the President/CEO and Director-level Foundation staff to advance the mission and strategic priorities of the Irving Schools Foundation as established by the Board of Directors. This role coordinates schedules, communications, board governance, and day-to-day office routines. The Administrative and Operations Assistant acts as a liaison between the President/CEO, Board of Directors, donors, and community stakeholders while maintaining the highest level of professionalism and discretion.

ABOUT THE COMPANY

The Irving Schools Foundation provides financial resources to maximize educational opportunities for teachers and students in Irving ISD by funding innovative programs, scholarships, and activities that enhance creativity, leadership, and academic success

THE IDEAL CANDIDATE

The ideal candidate is highly organized, proactive, and detail-oriented, with exceptional support and communication skills. They anticipate needs, manage complex calendars, and handle sensitive information with discretion and sound judgment. This individual thrives in a fast-paced nonprofit environment, balances multiple priorities with ease, and serves as a reliable extension of the President/CEO and Director-level Foundation staff. Strong interpersonal skills, adaptability, and a service-oriented mindset are essential. This is an excellent opportunity for an administrative professional looking for strong work-life balance, featuring an extensive, robust paid holiday closure schedule aligned with the school district.

Knowledge, Skills, & Experience

Core Competencies

• Exceptional organizational, time-management, and prioritization skills
• Strong written and verbal communication skills
• Ability to exercise independent judgment and maintain confidentiality
• Proven ability to manage complex calendars, correspondence, and executive workflows
• Professional demeanor when interacting with senior leadership, board members, donors, staff, visitors and external partners
• Detail-oriented with strong follow-through and accountability
• Professional discretion and ability to handle confidential information

Technology & Systems

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience managing agenda digital calendars, shared drives, and document management systems
• Ability to prepare presentations, reports, and briefing materials
• Familiarity with donor management systems (Bloomerang) preferred
• Comfort using virtual meeting platforms and basic AV technology
• Basic knowledge of bookkeeping, accounting, and financial tracking systems

Additional Experience (Preferred)

• Experience supporting a C-suite executive
• Experience supporting Boards of Directors and committee governance
• Familiarity with nonprofit operations, education-focused organizations, or school districts
• Experience coordinating meetings, events, and executive travel
• Bilingual English/Spanish

Minimum Required Education and Experience

Education: High School Diploma or GED required; Associate’s or Bachelor’s degree preferred

Experience:

• Minimum of three (3) years of administrative or senior administrative experience
• Demonstrated experience supporting senior leadership
• Customer service experience
• Nonprofit or education-sector experience preferred

MAJOR PERFORMANCE RESPONSIBILITIES AND DUTIES 

Executive & Administrative Support

• Serve as primary administrative support to the President/CEO and Director-level Foundation staff.
• Maintain complex executive calendars, appointments, reminders, and deadlines.
• Coordinate domestic travel arrangements, itineraries, and expense documentation.
• Draft basic correspondence, emails, and route incoming communications appropriately.
• Prepare briefing materials and talking points for meetings, presentations, and events.
• Maintain confidential files, contracts, and records with accuracy and discretion.

Board Support 

• Partner with the Director of Operations to orchestrate Board and committee meetings, ensuring all proceedings strictly adhere to organizational bylaws.
• Draft and assemble comprehensive Board packets, meeting minutes, and supporting documentation for the Director of Operation’s final approval.
• Act as the primary point of contact for meeting notices, RSVP tracking, and general Board correspondence under the Director of Operations’ guidance.
• Assist with routing communications between the President/CEO and Board Members.
• Support the Director of Operations in the administrative onboarding of new Board Members and maintain meticulous records of all governance documents.
• Oversee the tactical planning, physical setup, and on-site support for all Board meetings and the annual Board Retreat to ensure a seamless experience. This includes:
• Arranging meeting room layouts (tables, chairs, and materials).
• Configuring hybrid meeting technology (setting up the Meeting Owl, verifying video/audio feeds, and launching online meeting links).
• Coordinating and setting up hospitality refreshments, snacks, and drinks for attendees.

Office & Organizational Coordination

• Act as the primary point of contact between the President/CEO, Director, and internal/external stakeholders, serving as the face of the office by welcoming and hosting guests, partners, and visitors.
• Manage daily office operations, including the opening and closing of the building, ensuring the physical workspace is secure, welcoming, and prepared for daily business.
• Maintain overall office pride and presentation, ensuring the breakroom, common areas, and shared spaces are kept clean, organized, and fully stocked.
• Drive a positive office culture and professional environment by coordinating office decorations, seasonal displays, and hospitality touchpoints.
• Support cross-functional coordination with staff, district leadership, and community partners.
• Assist with tracking executive priorities, follow-ups, and action items.
• Support the Director of Operations by processing deposits, entering contributions in the Foundation's donor CRM system, and handling facility-related needs (serving as the on-site point of contact for scheduled maintenance and overseeing vehicle maintenance).
• Coordinate special projects and strategic initiatives as assigned.

Donor, Event, & External Relations Support

• Support executive involvement in donor relations, stewardship, and community engagement
• Assist with planning and execution of Foundation events, receptions, and meetings
• Prepare executive-level donor communications, acknowledgments, and follow-ups
• Maintain executive contact lists and stakeholder databases

Other duties 

• Attend all Foundation-sponsored events unless prior approval is granted
• Perform other duties as assigned by the President/CEO

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities

WORKING CONDITIONS

Mental & Physical Demands: Repetitive hand motions and prolonged computer use; frequent multitasking; ability to maintain emotional control under pressure; occasional extended or irregular hours during meetings and events.

Safety: Adhere to all safety policies and procedures, report incidents promptly, and participate in workplace safety initiatives.

COMPANY BENEFITS OVERVIEW

Reimbursements and Contributions 

• 403B Match after one (1) yr of service
• Cell Phone Reimbursement (subject to management approval)
• Insurance Reimbursement (subject to budget and funding)

Paid Leave and Company Closures

• Two (2) Weeks Paid Time Off (PTO)
• Martin Luther King Jr. Day
• Spring Break: One (1) week in accordance with Irving ISD
• Good Friday
• Memorial Day
• Juneteenth:
• Independence Day
• Labor Day
• Columbus & Indigenous Peoples’ Day
• Thanksgiving Break: One (1) week in accordance with Irving ISD
• Christmas Break: Two (2) weeks in accordance with Irving ISD

This role is supported by external funding. Salary range may vary based on funding availability and candidate experience.

This job description is intended to comply with the Americans with Disabilities Act (ADA). It describes the general nature and level of work performed and is not an exhaustive list of all duties. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.