Executive Operations Administrator Jobs (NOW HIRING)

Operations Administrator

Part-Time | $25/hour | In-Person (Tuesday-Friday, 9:00am-2:00pm; 1-2 weekend days/month*)

*On weeks with weekend events, no Thursday hours will be required.

Candidates must live within 30 minutes of the Patriots' Hall location.

Position Summary

The Operations Administrator helps keep Patriots' Hall running smoothly day to day. This role serves as a central point of coordination for staff, board members, volunteers, vendors, community partners, veterans, and visitors. The ideal candidate is highly organized, detail-oriented, positive, outgoing, agile, and comfortable managing many moving pieces in a dynamic nonprofit environment where no two days are the same. This person should be able to learn quickly, figure things out on the fly, and help build or improve systems and processes as the organization continues to grow.

Just as important, this person helps set the tone for the campus. Patriots' Hall is built around connection, belonging, and continued service. Every veteran, family member, volunteer, donor, partner, and guest should feel welcomed, seen, and connected when they walk through our doors.

About Patriots' Hall

Patriots' Hall of Dripping Springs is a veteran-led, community-supported retreat and resource hub serving veterans, active-duty military, and their families across Central Texas. Our 10-acre campus includes a multipurpose facility, Wellness Center, garden, Timberscape course, playscape, walking trails, and flexible gathering spaces designed to foster connection, wellness, transition support, and continued service.

We work alongside trusted partners to bring benefits navigation, counseling, wellness programs, community gatherings, and service opportunities onsite - at no cost to those who have served.

Key ResponsibilitiesHospitality, Welcoming & Community Connection

• Serve as a warm, positive, and professional first point of contact for veterans, families, volunteers, donors, partners, and community visitors.
• Model Patriots' Hall's cultural norm of welcoming every person who enters the facility, making introductions, helping people feel oriented, and creating a sense of belonging.
• Help connect visitors and veterans to the right staff member, program, resource, event, or partner whenever possible.
• Support a veteran-friendly, family-friendly, and mission-centered environment across the campus.

Operations & Administrative Coordination

• Serve as the point person for daily operations, ensuring key administrative and facility tasks are covered, completed, and followed through to the finish line.
• Support the Executive Director and team with scheduling, coordination, correspondence, meeting preparation, donor stewardship, and follow-up.
• Maintain organized records and files, including invoices, receipts, contracts, policies, procedures, and compliance documents.
• Track and manage vendor and service contracts, including utilities, landscaping, maintenance, technology, program partners, and MOUs.
• Keep supplies inventoried, ordered, and planned so staff, programs, and events have what they need.
• Track insurance policies, renewals, staff compliance training, and other administrative deadlines.
• Help improve systems, checklists, calendars, and processes so a small team can operate efficiently and consistently; bring curiosity and initiative to figuring out what works, documenting it, and making it easier for the next person.
• Learn new tools, technology platforms, and internal processes quickly, often with limited hand-holding, and translate that learning into practical next steps for the team.

Bookkeeping & Financial Administration Support

• Assist with basic bookkeeping-related administration, including bill paying support, invoicing, check requests, donation documentation, deposits, and expense documentation.
• Coordinate with the bookkeeping/accounting firm to ensure financial documents are complete, organized, and submitted on time.
• Maintain accurate files for receipts, invoices, reimbursements, vendor payments, rental payments, and related financial records.
• Use or learn basic QuickBooks workflows; prior exposure to QuickBooks or similar accounting systems is strongly preferred.

Programs, Events & Facility Support

• Provide administrative and logistical support for veteran programs, partner-led initiatives, community gatherings, and special events.
• Manage non-member event rentals, including contracts, agreements, payments, scheduling, logistics, and internal communication.
• Support member gatherings and larger events with checklists, setup coordination, vendor coordination, registration support, and post-event follow-up.
• Coordinate with staff and volunteers to ensure spaces are prepared, welcoming, clean, and ready for programs, rentals, and visitors.

Qualifications

• At least 3-5 years of experience in administration, operations, office management, nonprofit support, bookkeeping support, or a related role.
• Positive, outgoing demeanor with excellent interpersonal skills and the ability to connect with people from diverse backgrounds.
• High attention to detail, strong follow-through, and pride in completing tasks accurately and on time.
• Ability to manage multiple projects, priorities, deadlines, interruptions, and competing needs without losing track of details.
• Strong agility and resourcefulness, with the ability to learn on the fly, troubleshoot basic systems/process issues, and create order from ambiguity.
• Strong organizational, problem-solving, and communication skills.
• Comfortable working with veterans, families, volunteers, donors, board members, vendors, and program partners.
• Proficiency with Google Workspace; familiarity with CRM systems, online forms, calendars, and project management tools is helpful.
• Some exposure to bookkeeping, financial documentation, invoicing, check requests, deposits, and/or QuickBooks basics.
• Ability to handle confidential and sensitive information with discretion.
• Flexibility to work occasional evenings and weekends for special events.

Preferred Experience

• Military service experience, military family experience, or direct work with veteran populations.
• Previous nonprofit, community-based, hospitality, office management, or customer-facing experience.
• Experience with QuickBooks, BetterUnite, Monday.com, Google Workspace, or similar systems.
• Experience supporting events, rentals, donor-facing activities, or community programs.

What Defines You

• You care about the mission and understand that small interactions can make a big difference in helping someone feel welcomed and connected.
• You are proactive, steady, and solutions-oriented - the person who notices what needs to be done and helps move it forward.
• You enjoy bringing order to busy environments and can manage details without needing everything to be perfectly predictable.
• You communicate clearly, follow up consistently, and help teammates know where things stand.
• You are comfortable wearing many hats, learning new systems quickly, and pivoting when priorities shift. You do not need everything fully mapped out before taking initiative - you can ask good questions, figure out next steps, and keep work moving.
• You bring a collaborative, team-first mindset and understand that in a small nonprofit, everyone helps carry the mission forward.

Compensation & Schedule

• $25/hour, part-time.
• Primary schedule: Tuesday-Friday, 9:00am-2:00pm, with 1-2 weekend days per month as needed for events.
• On weeks with weekend events, no Thursday hours will be required.
• This is an in-person role based at Patriots' Hall of Dripping Springs.
• Flexible scheduling and the opportunity to directly impact the lives of veterans and their families.

Pay: $25.00 per hour

Work Location: In person