Executive Administrator & Board of Directors Coordinator

Job Description

Job Description

Location: Hurst, Texas (Hybrid – remote 3 days and in office Tuesdays and Wednesdays)

Reports to: Executive Director, American Mensa Full-Time, FLSA Classification: Nonexempt

About American Mensa

American Mensa is a high-IQ society open to individuals who score in the top 2% on an accepted intelligence test—offering intellectual, social, and community opportunities. As the largest national Mensa organization operating under Mensa International, Ltd., we bring together a diverse community united by curiosity, lifelong learning, and the belief that intellectual potential should be cultivated.

The opportunity

The Executive Administrator & Board of Directors Coordinator provides comprehensive administrative and operational support to the Executive Director and serves as the primary staff coordinator for board governance administration. This is a highly trusted role—often the “backbone” of the executive office—ensuring board and governance activities run smoothly and that administrative operations remain organized, timely, and well-coordinated.

You’ll also support the Mensa Foundation and provide coordination across distribution, office operations, and membership administrative functions. If you’re known for discretion, calm execution under pressure, and making complex processes feel seamless—this role is for you.

What you’ll do

Executive Director Administration & Executive Office Support (50%)

• Prepare correspondence, presentations, reports, briefing materials, and executive communications.
• Coordinate meetings, schedules, action items, deadlines, and follow-ups.
• Coordinate organizational reporting cycles and help maintain executive dashboards to support performance monitoring and progress toward strategic priorities.
• Support planning and execution of strategic initiatives, organizational projects, and special assignments.
• Serve as a liaison among the Executive Director, staff, volunteers, board leadership, and external stakeholders.
• Conduct basic research and gather information to support executive decision-making and meeting preparation.
• Maintain visibility into key projects and proactively flag deadlines, dependencies, and follow-up needs.
• Maintain confidential files and sensitive information with strict discretion.

Board Governance Coordination & Records Management (20%)

• Coordinate American Mensa Board Committee meetings, briefings, retreats, and governance activities.
• Prepare and distribute agendas, reports, board packets, and supporting materials.
• Maintain, update, and/or archive official board records (minutes, policies, governance documents).
• Track board motions, action items, and governance deadlines.
• Maintain governance calendars, committee rosters, and leadership records.
• Support board onboarding, orientation, and governance development initiatives.
• Ensure governance files are complete, organized, and readily accessible.

Mensa Foundation Administrative Support (15%)

• Coordinate Foundation Board meetings and logistics.
• Prepare/distribute Foundation meeting materials and reports.
• Maintain Foundation governance records and official documentation.
• Support Foundation leadership communications and administrative processes.
• Assist with Foundation projects and operational follow-up as assigned.

Distribution, Office Operations & Administrative Membership Support (15%)

• Coordinate distribution of board, Foundation, membership, and organizational communications.
• Support membership administrative functions, projects, and operational workflows.
• Maintain filing systems, document repositories, records management practices, and SOPs.
• Coordinate office operations, supplies, vendor interactions, and administrative logistics.
• Handle mailings, fulfillment, and distribution of organizational materials in a timely manner.
• Support enterprise-wide administrative projects and operational initiatives as assigned.

What you bring

Education

• Associate or bachelor’s degree in business administration, communications, or related field preferred (or equivalent combination of education and experience).

Experience

• 3–5 years of progressive experience in executive administration, board support, or office operations.
• Experience supporting senior leadership or C-suite executives required.
• Nonprofit, association, or membership-based organization experience strongly preferred.
• Experience with board governance coordination, meeting management, and records administration.
• Familiarity with Association Management Systems (AMS) or similar platforms is a plus.

Skills & competencies

• Exceptional organization skills; able to manage multiple priorities, deadlines, and stakeholders.
• High professionalism, discretion, and confidentiality.
• Strong written/verbal communication; able to create polished materials for executive and board audiences.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort with virtual meeting and document management tools.
• Comfort using AI-enabled tools to improve productivity while maintaining appropriate judgment, confidentiality, and data privacy standards.
• Detail-oriented, proactive, service-minded, collaborative, and calm under pressure.

Compensation

Compensation is commensurate with experience . This role is eligible for an annual performance bonus based on results.

Benefits (highlights)

American Mensa offers a competitive benefits package designed to support your wellbeing and success. (Specific offerings, eligibility, and employer contributions will be shared during the interview process.)

How to apply

Please submit:

• Your resume, and a brief cover letter or note describing your experience supporting senior leaders and coordinating board or governance-related work (examples e.g., board packet preparation, minutes, action tracking, calendars, and records management).

Equal Opportunity Employer (EEO) + Accommodations

American Mensa is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other legally protected status.

If you need a reasonable accommodation to apply or participate in the hiring process, please let us know.