Job Title:             Executive Assistant / Office Manager

Opening Date:   December 11, 2025. Open until filled.

Hourly Rate:      $25.00 - $28.00 per hour (based on experience), part-time, 20 hours per week

 

OneStar’s mission is to strengthen Texas communities by creating pathways for individuals and organizations to engage, connect, and accelerate their impact. For over four decades there has been an acknowledgment by the State of Texas of the critical importance of civic engagement and volunteering to the strength of our communities. From the creation of the Texas Center for Volunteer Action in 1976 to the formation of its eventual successor, OneStar Foundation in 2004, Texas has maintained its support of a strong nonprofit sector.

Today, OneStar carries out its mission for state government as a supporting nonprofit of the Office of the Governor. We serve as the state’s Office of Faith-Based and Community Initiatives and the State Service Commission, managing a portfolio of approximately $33.2 million in federal grant funds for AmeriCorps Texas programs. OneStar focuses on strengthening the nonprofit sector, encouraging civic engagement through service and volunteering, and building disaster resiliency across Texas. We are One Texas, united in building resilient and thriving communities.

At OneStar, we are committed to being an exemplary employer, where our employees are our greatest asset. OneStar believes we should model the leadership we hope to see in our communities by embracing a culture and values based on adaptability & learning, partnerships & shared purpose, transparency & trust, and always doing our best work for our fellow Texans.

OneStar seeks to fill the part-time position of Executive Assistant / Office Manager. This position provides direct administrative support to the President/CEO and Senior Leadership team and helps support general office operations.  Primary functions are related to working with the Senior Leadership team to ensure all facets of OneStar are operating smoothly and effectively, such as organizing office operations and procedures, coordinating travel arrangements, coordinating Board of Directors’ events and communications, maintaining flow of correspondence, filing, bookkeeping, and other clerical services. This position is considered non-exempt and reports to the Director of Operations & Compliance and performs moderately complex work under general supervision with moderate latitude for use of initiative and independent judgment.

Primary Responsibilities

1. Anticipate President/CEO and Senior Leadership team’s needs, providing the highest level of proactive support.  Applies strategic business thinking to support Senior Leadership team, understanding the mission and vision of OneStar. Anticipate ways in which Senior Leadership team’s time may be saved. Participate in and contribute to OneStar work teams, committees, and other assignments, as required.
2. Provide support on special projects, including but not limited to supporting event planning for bi-annual nonprofit conference, volunteer awards ceremony, and anniversary events as required.
3. Exercise high degree of professionalism and confidentiality in all aspects of role. Handle details confidential in nature and performs administrative functions based on understanding of OneStar’s policy, President/CEO’s views, and philosophy. 
4. Effectively represent President/CEO in communications with others. Model President/CEO’s high level of customer service to both internal and external customers.
5. Serve as liaison between staff and CEO as needed. Resolve a variety of complex requests and issues from staff that do not require the attention of the President/CEO.
6. Act as liaison between President/CEO and OneStar Foundation and OneStar National Service Commission Boards of Directors. Works with President/CEO and Board Chair(s) to develop agendas for board and committee meetings. Coordinate scheduling and logistical arrangement of meetings, conference calls, and speaking engagements for President/CEO and Board(s). Record and distribute meeting minutes as required. Track completion of follow-up for action items developed at quarterly board and committee meetings. Assist President/CEO with development of orientation for newly appointed Board members. Maintain official corporation files (i.e. by-laws, minutes, record book, articles of incorporation, etc.).
7. Coordinate scheduling and logistical arrangement of external meetings and/or conference calls for President/CEO. Works with President/CEO to develop agendas for external meetings as needed.
8. Manage President/CEO’s calendar. Must be flexible and able to manage a constantly changing schedule. Make appropriate, informed decisions regarding President/CEO’s available time. Make recommendations on scheduling to support key goals or business priorities. 
9. Organize and schedule meetings (from small to complex) and team activities. May take meeting minutes, arrange for audiovisual equipment, and set up meeting facilities. Notes commitments made by President/CEO during meetings and arranges for staff implementation. 
10. Independently act as a liaison for matters relating to President/CEO’s travel, conference attendance, and public appearances. Manages multi-destination travel involving key contacts in a variety of organizations and settings. Ensures that details of all trips are clearly outlined. Processes paperwork and expense reports.
11. Act as key contact for/to President/CEO while he/she is out of office or traveling. Facilitates day-to-day contact via e-mail and phone on President/CEO’s behalf. Understands the deadline-driven and detail-oriented nature of OneStar’s work to provide value-added service and enhance OneStar’s relationships.                                                                                                                                                                
12. Read, process, prioritize, and organize President/CEO’s e-mail, postal mail and messages using solid judgment.  May compose messages/reply to receiver on behalf of President/CEO. Screen President/CEO’s incoming calls; determines priority and responds appropriately. Summarize information and makes recommendations regarding appropriate action and follow-up. Keep President/CEO apprised of itinerary, action items, messages, and relevant business issues, both internal and external. 
13. Create and format documents electronically, including letters, memos, itineraries, status reports, presentations (PowerPoint), spreadsheets (Excel), and other related documents. Photocopy articles, project materials, and other related paperwork and support documentation.
14. Support procurement process, including comparative pricing and competitive bidding where appropriate.  
15. Responsible for the ordering of general office supplies through vendors or stores. Maintain upkeep of common areas (supply room, kitchen, and conference rooms).
16. Open incoming mail and distribute communication to the correct staff member within the organization’s processes and procedures; code and distribute invoices to appropriate work area managers.
17. Support management of incoming donations and payments per responsibilities assigned in OneStar’s Development and Accounting policies and procedures.
18. Assist with some basic bookkeeping such as entering accounts payable or accounts receivable into the accounting system.
19. Ensure compliance with records retention and open records laws and regulations. 
20. Fulfill emergency management duties as assigned during times of disaster.
21. May respond to general information inquiries about OneStar activities, programs, and initiatives.
22. Aligns work duties with the OneStar Mission, Vision, and Values.
23. May be assigned to cross-functional teams to support OneStar goals and initiatives.
24. May perform other duties as assigned consistent with current duties and responsibilities.

Minimum Qualifications

1. Excellent customer service, project management, and interpersonal skills.
2. Understanding and commitment to OneStar’s mission and strategies and to all its programs and initiatives.
3. Knowledge of Microsoft Office software products and high-level Outlook and complex calendaring experience.
4. Advanced knowledge of office procedures, experience operating office machines, and providing a wide variety of clerical duties.
5. Must thrive in a work environment of significant growth, development, and change.
6. Must demonstrate flexibility and adaptability in response to evolving external factors, including shifts in federal funding, regulatory changes, and organizational priorities.
7. Willing to travel in Texas for conferences and special events (approximately 5% time).
8. Graduation from an accredited university with major coursework in a relevant field (work experience may be substituted for this requirement).

 

Knowledge, Skills and Abilities Required

1. Excellent time management and organizational skills, detail oriented, and the ability to work both independently with general supervision and as part of a project team.
2. Ability to deliver excellent customer service and demonstrate a high degree of professionalism.
3. Ability to handle confidential and sensitive information.
4. Strong interpersonal skills to develop and maintain cooperative, professional, and productive work relationships with others.
5. Strong analytical, problem-solving and teamwork skills; able to effectively prioritize projects and manage expectations.
6. Ability to manage multiple tasks simultaneously and meet multiple deadlines.
7. Excellent written, verbal, and interpersonal communication skills.
8. Ability to critically evaluate and prioritize information gathered from multiple sources and reconcile conflicts. 

 

OneStar Foundation is an equal employment opportunity employer.  OneStar does not discriminate against employees or applicants based on race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable laws.

It is the policy of OneStar Foundation to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). OneStar will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment, because of a person's physical or mental disability. OneStar will also make reasonable accommodation wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on OneStar.