Administrative Assistant

Administrative Assistant

Location: Hurst, Texas (Hybrid)

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

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 Administrative Assistant provides administrative and operational support to the Executive Director and serves as the primary staff coordinator for board administration. This is a highly trusted supporting role that helps ensure board and administrative operations remain organized, timely, and well-coordinated.

You’ll also support the Mensa Foundation and provide coordination across membership distribution and office operations. If you’re known for discretion, organization, and shepherding efficiency, this role is for you.

• 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.
• 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 confidential files and sensitive information with strict discretion.

• Coordinate American Mensa Board Committee meetings, briefings, retreats, and governance activities.
• Prepare and distribute 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.

• 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.

• 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.

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

• 3-5 years of experience in administration, board support, or office operations.
• Nonprofit, association, or membership-based organization experience strongly preferred.
• Experience with meeting management and records administration.

• 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,…