Office Manager & Executive Assistant

South Texans Hector and Gloria López believed in the power of higher education to produce greater economic mobility, increased employment options, civic engagement, and often better health and wellness. The foundation they created, the Hector and Gloria López Foundation (HGLF), is committed to increasing the number of university graduates in Texas, providing the resources to graduate debt‑free on a path to a rewarding career and with the leadership skills needed for future success. Learn more at Location Primary in-person at our downtown Austin office, 606 W 11th Street, with one day per week remote work, and limited travel for events. Employment Authorization Must be authorized to legally work in the United States. Duties/Responsibilities Executive & Administrative Support Provide high‑level administrative support to the CEO, including drafting letters, memos, invoices, and reports. Manage the CEO’s calendar, anticipate needs, and resolve conflicts proactively. Complete monthly expense reports for the CEO and other staff in accordance with HGLF policies. Schedule meetings, prepare conference rooms (A/V, whiteboards, catering), take notes, record minutes, and start/facilitate Zoom meetings. Arrange travel and accommodations for the CEO and other staff; create travel packets for events; make breakfast, lunch, and dinner reservations as needed. Occasional travel will be required to support the CEO and various HGLF events. Maintain the Foundation’s annual Google Calendar events for all employees (holidays, state of Foundation, board meetings/debriefs, compliance training) and associated recurring date list. Office Operations & Facilities Oversee day‑to‑day office operations including answering phones, sorting and distributing mail, checking the mailbox daily, and managing supply inventory and catering orders. Coordinate vendor relationships and facilitate maintenance and repairs of office equipment; manage the copier/printer and toner replenishment. Maintain a clean and organized office environment including running dishwashers, washing floor mats and kitchen towels, taking out trash and recycling, watering plants, and making coffee daily. Review the monthly scheduled maintenance checklist for our Austin Office and ensure all property maintenance tasks are completed using the approved vendor list. Coordinate bi‑annual HVAC/AC checkups, window cleaning, exterior power washing, pest control, and ice machine maintenance on established annual cycles. Manage seasonal decorations for the office, set up and takedown. Order and restock office snacks and coffee supplies regularly; handle driving errands for supply runs and catering pickup. Manage AutoPay vendors list and ensure payment information is current; keep track of all website domains and autopay accounts. Maintain the professional membership database, and submit renewal payments. Provide tax‑exempt forms to new vendors, manage the Park ATX parking app, and track and respond to Foundation "Info" emails. HR, Onboarding & Staff Support Support new hire onboarding using established checklists; post bios and job openings to the HGLF website, add employees to office equipment as needed, order computer hardware as needed, name badges, and set up voicemail. Lead the procurement, and IT management set up of hardware and software for all employees, interns, fellows. Manage confidential and non‑confidential HR employee files on shared drives. Lead the annual HR training and the annual performance management process. Coordinate birthday and HGLF celebrations for the Austin office, including the Alice, TX staff. Board Meetings & Executive Scheduling Coordinate preparation of quarterly board meeting binders, including updating presentations on a quarterly basis, identifying and making presentation edits and at direction of HGLF staff. Prepare quarterly Board Meeting binders using the established checklist; confirm room reservations and head count with meeting venue and manage reimbursement documentation for leadership. Attend quarterly board meetings and support the administrative tasks of the meeting, including set up and take down of all material needed. HGLF Events Support all HGLF events as needed, including student Orientation and Welcome Dinner Events, University convenings, website updates (including event websites), and ad‑hoc event support (catering and other related vendor management). Required Skills/Abilities Strong interpersonal skills and discretion when supporting executive‑level staff and handling confidential information. Friendly, approachable work‑style that invites others to seek your support. Adaptable to changing circumstances; able to have a plan but also flexible and comfortable making adjustments when necessary, working collaboratively with team members across projects. Ability to proactively manage multiple vendors, contracts, and recurring administrative tasks with minimal direction. Comfort with basic facilities and property maintenance coordination, including scheduling vendors and tracking recurring maintenance calendars. Ability to function in a fast‑paced and, at times, stressful environment. Extensive knowledge of office administration, clerical procedures and record‑keeping systems. Ability to occasionally drive for errands such as supply runs, catering pickup, and other office needs; valid driver's license required. Excellent verbal and communication skills. Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Detail‑oriented; others have described you as highly organized. Able to prioritize a range of tasks across multiple projects. Communicate clearly; able to synthesize complex ideas into concise communications. Embrace feedback and revision. Very proficient with Google Suite (Gmail, Docs, Sheets, Slides, etc.), Microsoft Office (Word, Excel, Powerpoint) and the ability to learn new or updated software. Bonus Qualifications Proficient in reading, writing, and/or speaking Spanish. Education and Experience Minimum high school diploma or equivalent required; Associate’s degree in office administration or related field preferred. At least five years of related experience required. Equal Opportunity Employer The Hector and Gloria López Foundation is an Equal Opportunity Employer. #J-18808-Ljbffr Valid8 Financial, Inc.