Executive Assistant/Office Manager

Position Overview

The Office Manager & Executive Assistant plays a central role in managing the TEDC’s administrative functions, supporting its programmatic work, and delivering contracted administrative services to the Temple Health & Bioscience District (THBD), a public entity. This dual-focused position requires a detail-oriented professional who excels at multitasking, exercises sound judgment, and maintains the highest standards of professionalism across internal operations and external stakeholder relationships.

In this role, you will serve as the primary point of contact for visitors, clients, and partners; provide direct executive support to the President & CEO; and fulfill compliance-sensitive administrative obligations on behalf of the THBD, including responsibilities under the Texas Open Meetings Act and the Texas Public Information Act. You will represent the TEDC and its clients with professionalism, discretion, and excellence at every touchpoint.

If you thrive in a dynamic, mission-driven environment, take pride in operational excellence, and are energized by both independent responsibility and collaborative teamwork, this position is for you.

Key Responsibilities

Administrative & Executive Support

• Serve as the primary point of contact for visitors, clients, and partners, ensuring a professional and welcoming experience.
• Provide executive-level support to the President & CEO, including calendar management, correspondence, travel coordination, and preparation of professional documents and presentations.
• Draft, proofread, and prepare reports, briefings, and communications for internal and external audiences, including elected officials, board members, and industry executives.
• Manage confidential information and communications with discretion and professionalism.
• Oversee daily office operations, including opening/closing procedures, office upkeep, supply inventory, equipment maintenance, and vendor management.
• Manage reception, phones, mail, and general office administration.
• Coordinate Board Room scheduling and facility usage.

Contracted Services Support – Temple Health & Bioscience District (THBD)

• Serve as the administrative liaison for the THBD under a contracted services agreement, ensuring all obligations are fulfilled accurately and on time.
• Post public meeting notices and manage meeting logistics in compliance with the Texas Open Meetings Act (Texas Gov’t Code Ch. 551).
• Prepare and distribute agendas, board packets, and supporting materials for THBD public meetings.
• Attend THBD meetings, record official minutes, and maintain complete and accurate meeting records.
• Receive, log, and coordinate timely responses to Texas Public Information Act (TPIA) requests on behalf of the THBD, ensuring compliance with statutory deadlines.
• Maintain official public records for the THBD in accordance with applicable legal and organizational standards.

Board Liaison & Meeting Coordination (TEDC)

• Prepare and distribute agendas, meeting materials, and minutes for TEDC Board of Directors meetings and committees.
• Coordinate meeting logistics and maintain accurate Board records.
• Support Board committee activities and assist with onboarding new Board members.
• Maintain agenda posting and compliance documentation in accordance with TEDC governance requirements.

Records & Compliance Management

• Maintain organizational records and ensure compliance with legal, contractual, and governance documentation standards.
• Ensure office equipment and software systems are current and functioning properly.
• Support the preparation and filing of required organizational and contractual reports.

Qualifications

• Bachelor’s degree preferred or higher.
• 3+ years of experience in executive administrative support, office management, or a closely related role.
• 3+ years of bookkeeping or financial management experience.
• Demonstrated experience supporting a Board of Directors, including preparation of minutes, agendas, and meeting materials.
• Experience providing executive-level support including calendar management and confidential correspondence.
• Familiarity with the Texas Open Meetings Act and Texas Public Information Act strongly preferred; experience working with or for a public entity or under a contracted services arrangement is a plus.
• Strong proficiency in Microsoft Office Suite, cloud-based applications, and video conferencing platforms.
• Excellent technology troubleshooting skills and proficiency with standard office equipment.
• Demonstrated ability to manage budgets and handle confidential information with integrity.
• Strong written and verbal communication skills, including the ability to draft professional correspondence and reports.
• Exceptional attention to detail, personal effectiveness, and time management skills.

Key Competencies

• Discretion and confidentiality in handling sensitive organizational and client information.
• Professionalism in interactions with elected and appointed officials, board members, and industry executives.
• Ability to manage competing priorities and deadlines with composure and accuracy.
• Strong initiative and follow-through with minimal supervision.
• Collaborative, positive approach to working in a small office environment.
• Commitment to compliance, accuracy, and organizational excellence.

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person