Executive Office Administrative Coordinator

Shalom Austin; Austin (TX); On-site; USD 48,000 - 53,000; Full time

Benefits offered by this job

Free fitness membership

Excellent health insurance

403(b) with company match

Life and disability insurance

Paid time off

Flexible schedule

Job summary

Shalom Austin is seeking an Executive Office Administrative Coordinator to provide essential administrative, scheduling, meeting, and project support to the CEO’s executive team. The role ensures coordination of executive, board, and committee activities with discretion and organization.

The position requires strong Microsoft 365 skills, excellent communication, and the ability to handle a varied workload in a collaborative setting. Occasional early/late hours may be required for board events.

Qualifications

• High school diploma or equivalent is required.
• 2+ years administrative/office experience.
• Proficiency with Microsoft 365 and related tools.
• Strong written and verbal communication skills.

Responsibilities

• Provide general administrative and clerical support to the CEO's Executive Assistant and leadership team.
• Coordinate calendars and meeting logistics, including reservations, invitations, and materials.
• Attend meetings to provide logistical support, take notes, and track action items.
• Draft, format, and distribute routine correspondence and documents.
• Maintain organized electronic files, calendars, and contact lists.

Skills

Microsoft 365 proficiency

Calendar coordination

Communication skills

Discretion and judgment

Project coordination

Education

High school diploma or equivalent

Tools

Microsoft 365

SharePoint

Outlook

PowerPoint

Job description

Description: If you want to be a part of a growing organization and make a difference in the community, come work for Shalom Austin!

Compensation

We’ll pay you an annual salary of $48,000-$53,000

About The Job

The Executive Office Administrative Coordinator provides administrative, scheduling, meeting, and project support to the Executive Assistant to the CEO and the Executive Office. This full‑time role helps ensure that executive, board, committee, and organizational activities are coordinated efficiently and professionally, allowing senior staff to focus on governance implementation, strategy, and other high‑priority work. The position requires excellent organization, discretion, responsiveness, and comfort managing a varied workload in a collaborative environment. The schedule will be established in coordination with the Executive Assistant to the CEO and may flex based on organizational needs. Occasional early morning, evening, or weekend availability may be required for board meetings, retreats, and special events.

You’ll wow us by masterfully performing the following key duties and responsibilities

• Provide general administrative and clerical support to the Executive Assistant to the CEO and, as assigned, members of the Executive Leadership Team.
• Coordinate calendars and meeting logistics, including scheduling, room and virtual‑meeting reservations, invitations, attendance tracking, technology setup, meals, supplies, and other arrangements.
• Support Board of Directors, committee, task force, and staff meetings by collecting materials, preparing and distributing agendas and packets, maintaining participant lists, and coordinating follow‑up.
• Attend selected meetings, including occasional evening meetings, to provide logistical support, take notes, prepare draft minutes or summaries, and track action items for review.
• Draft, format, proofread, and distribute routine correspondence, presentations, reports, forms, and other materials using established templates and direction.
• Maintain accurate and accessible electronic files, records, calendars, contact lists, and document libraries in accordance with organizational practices.
• Assist with executive‑office events, retreats, travel, expense documentation, purchasing, and other operational needs as assigned.
• Handle confidential, sensitive, and time‑critical information with appropriate discretion and judgment.
• Use Microsoft 365 and other organizational systems to improve coordination, communication, document management, and administrative workflows.
• Perform other related duties as assigned.

Our Great Benefits

• We’ll provide a FREE membership to the fitness and aquatics center, and offer you discounts on programs, including personal training.
• We are a learning organization! Our staff have regular opportunities for training and continuing education.
• We offer outstanding medical insurance coverage through Blue Cross Blue Shield, and we’ll pay over 80% of the premium cost of our base plan on your behalf.
• You will have the option to contribute to our 403(b) with and the opportunity for a company match.
• We provide life and long‑term disability insurance, and we pay 100% of the cost for you.
• We will give you lots of paid time off. First‑year employees receive: 18 days of paid time off, and more than 15 Jewish and Federal holidays.
• We’ll offer you up to a 50% discount for your kiddos in our amazing early childhood program, as enrollment allows.
• You will have access to our amazing Employee Assistance Program (EAP).
• We understand that you need a work/life balance and that you have commitments outside of the workplace, so we’ll do our very best to offer you some flexibility in your work schedule.
• We’ll provide you with the opportunity to make a difference in the Central Texas Jewish community every day.

Requirements

• High school diploma or equivalent.
• At least two years of administrative, office, meeting‑coordination, or related professional experience.
• Demonstrated proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or the ability to learn these tools quickly.
• Strong written and verbal communication skills, including the ability to draft and proofread professional correspondence and meeting materials.
• Demonstrated ability to manage multiple tasks, maintain accurate records, meet deadlines, and work with limited supervision.

Preferred Qualifications

• Associate's or bachelor's degree, or an equivalent combination of education and experience.
• Experience in a nonprofit, executive office, board, committee, or community‑based environment.
• Experience preparing meeting packets, minutes, action‑item tracking, or executive‑level communications.