Office Administrator

Office Administrator

The Office Administrator serves as the organizational backbone of Visit Corpus Christi, ensuring that internal enterprise functions run efficiently, professionally, and with continuity. Reporting directly to the President & CEO, this role is the primary point of contact in the CEO's absence. The Office Manager oversees office operations, facilities, human resources support, technology systems, board relations, and Visitor Center operations and actively leverages AI and technology tools to drive efficiency across all administrative functions.

Principal Duties & Responsibilities

Office Operations & Facilities

• Oversee all office operations to ensure a safe, functional, and professional work environment.
• Manage facility maintenance, repairs, renovations, and capital improvements.
• Serve as primary contact for landlords, vendors, contractors, and service providers.
• Develop and manage operational budgets related to facilities, office supplies, and enterprise services.
• Ensure compliance with safety regulations, insurance requirements, and risk management policies.

Board Relations & Executive Support

• Manage all logistics and coordination for board meetings, including agendas, minutes, materials, and follow-up.
• Maintain board calendar, member communications, and governance documentation.
• Serve as a trusted operational advisor to the President & CEO; lead the organization in the CEO's absence.
• Leverage AI tools to synthesize board reporting materials, draft communications, and streamline governance workflows.
• Provide contract-related analysis, risk considerations, and recommendations to the CEO.

Human Resources Support

• Provide day-to-day HR support including onboarding, offboarding, benefits coordination, and policy administration.
• Coordinate with external HR consultants, legal counsel, or payroll providers as needed.
• Support performance management processes, training initiatives, and employee engagement efforts.
• Work with CEO to ensure compliance with employment laws, policies, and internal procedures.

Technology & Systems

• Act as primary liaison between the organization and external technology service providers.
• Coordinate IT support, system upgrades, cybersecurity protocols, and technology troubleshooting.
• Champion the adoption of AI productivity tools across administrative functions, including report drafting, vendor communication, and process documentation.
• Identify and implement AI-assisted efficiencies that reduce manual workload and improve organizational output.
• Ensure staff have appropriate tools, access, and training to perform their roles effectively.

Visitor Center Operations

• Provide leadership and oversight for the Visitor Services Manager and part-time Visitor Center staff.
• Support staffing, scheduling, training, and performance management for Visitor Center operations.
• Collaborate with marketing and sales teams to ensure timely, accurate visitor experience materials and information.

Leadership & Culture

• Serve as a visible, steady organizational leader the person who keeps things running when the CEO is in the field.
• Develop policies, procedures, and best practices that support accountability and efficiency.
• Foster a culture of professionalism, service excellence, and continuous improvement.
• Participate as a member of the leadership team, contributing to strategic planning and organizational initiatives.

Team Leadership Expectations

• Regularly delivers timely, actionable, and empathetic feedback to improve performance and course-correct behaviors.
• Recognizes how their own emotions and actions impact the team's morale and productivity.
• Navigates interpersonal friction with a neutral, solutions-oriented approach to maintain team harmony.
• Translates high-level company goals and break them down into meaningful, daily objectives for the team.
• Holds themselves and the team to high standards, ensuring deadlines are met without sacrificing quality or well-being.
• Communicates expectations and vision in a way that inspires and aligns their team.

Job Specifications

Education & Experience

• Bachelor's degree in organizational management, business administration, human resources, or a related field preferred.
• Minimum of 57 years of progressively responsible experience in operations, HR, or enterprise management.
• Supervisory experience required; experience managing public-facing operations preferred.
• Experience supporting board relations, executive communications, or governance functions strongly preferred.

Knowledge, Skills & Abilities

• Strong knowledge of office operations, office management, and HR best practices.
• Demonstrated proficiency with AI productivity tools including AI-assisted drafting, research synthesis, and administrative automation. Candidates should be prepared to discuss how they use AI in their daily workflows.
• Ability to manage multiple priorities with a high level of organization and attention to detail.
• Excellent communication and interpersonal skills; ability to work effectively across all levels of the organization.
• Comfort serving as organizational point-of-contact in CEO's absence calm, decisive, and trustworthy under pressure.
• Proficiency in Microsoft Office Suite and enterprise systems.

Work Environment

• Primarily office-based with occasional evening or weekend responsibilities.
• Must hold a valid driver's license and be insurable under the organization's motor vehicle insurance policy.
• Employees are required to reside within the local metropolitan statistical area.