Executive Administrator

Location: Hurst, Texas (Hybrid)

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.

About the role

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.

Responsibilities

Executive Director Administration & Executive Office Support

• 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

• 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

• 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

• 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.

Requirements

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.

Benefits

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.