ABOUT TBI WARRIOR® FOUNDATION
TBI Warrior® Foundation is a Boerne, TX-based nonprofit dedicated to supporting Veterans, pediatric patients, caregivers, and all individuals affected by traumatic brain injury through community engagement, outreach, and evidence-informed programs. Our work is powered by a mission-driven team where every role contributes meaningfully to the people we serve.
We are building a culture grounded in integrity, care, and excellence. We invest in our people and take pride in the connections we forge within every community we enter. If you are motivated by purpose, energized by varied and meaningful work, and want to see the direct impact of your contributions, TBI Warrior® Foundation is the place for you.
POSITION SUMMARY
The Administrative Assistant is the operational cornerstone of TBI Warrior® Foundation. This role owns the administrative infrastructure that enables the organization to pursue its mission effectively. Managing office systems and procedures, providing executive support to the CEO, stewarding financial records, and serving as a coordinating hub across programs, events, and community partnerships.
Unlike a purely transactional administrative role, the Administrative Assistant exercises independent judgment, anticipates organizational needs, and proactively solves problems. This position requires both the precision of a detail-oriented administrator and the interpersonal warmth of a community-facing representative. The Office Manager reports directly to the CEO and plays a critical role in sustaining organizational culture and operational integrity.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Executive & Administrative Support
▪ Manage the CEO’s calendar, scheduling and coordinating appointments, briefings, travel, and meeting logistics to ensure efficient use of executive time.
▪ Draft, edit, proofread, and distribute professional correspondence including letters, emails, memos, reports, and presentations for internal and external audiences.
▪ Prepare meeting agendas, capture and distribute meeting notes, and track action items to ensure follow-through.
▪ Receive and appropriately triage incoming communications, acting as a professional first point of contact for stakeholders, donors, and community members.
Office Operations & Facilities
▪ Develop, document, and continuously improve administrative systems, workflows, and procedures to maximize organizational efficiency.
▪ Manage office supply inventory; research, evaluate, and recommend purchases to minimize costs while meeting operational needs.
▪ Coordinate equipment maintenance, service contracts, and repairs; liaise with vendors and service providers.
▪ Oversee records management including maintenance of physical and electronic files, contact databases (donors, beneficiaries, partners), and compliance documentation.
▪ Review work products for accuracy, neatness, and conformance with organizational policies and brand standards.
Financial Administration
▪ Prepare, process, and reconcile financial documents including checks, invoices, expense reports, and budget tracking, in coordination with organizational leadership.
▪ Maintain accurate, audit-ready financial records and support periodic financial reporting to leadership and the board.
▪ Assist in monitoring grant-related expenditures and ensuring documentation meets funder requirements.
Relationship & Stakeholder Management
▪ Cultivate and maintain positive, trust-based relationships with clients, donors, volunteers, and community partners.
▪ Handle sensitive information, including personal, medical, and donor data, with strict confidentiality and discretion.
▪ Support a welcoming, inclusive office environment that reflects the organization’s values toward Veterans, caregivers, and the TBI community.
Other duties as assigned in support of the mission and vision of TBI Warrior® Foundation. Physical requirements include the ability to occasionally lift up to 20 pounds.
EDUCATION & EXPERIENCE
Required
▪ Associate’s degree or equivalent combination of education and directly relevant experience
▪ Minimum of 2 years of progressively responsible administrative, operations, or office management experience
▪ Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
▪ Demonstrated ability to manage competing priorities and deadlines independently, with high attention to detail
▪ Experience handling financial documents and maintaining records with accuracy
▪ Reliable transportation for occasional local travel to events and off-site meetings
Preferred
▪ Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field
▪ 2 or more years of experience in a nonprofit, government, or mission-driven organization
▪ Experience with Salesforce or another CRM platform
▪ Familiarity with donor communications, grant reporting, or basic nonprofit fund accounting
COMPENSATION & BENEFITS
Salary Range: $38,000–$45,000/year, commensurate with experience and qualifications
Our compensation philosophy is grounded in pay-for-performance and internal equity. The starting salary reflects candidate qualifications and relevant experience, with opportunities for growth tied to individual and organizational performance.
Benefits include:
▪ Medical, dental, and vision insurance
▪ Life insurance
▪ Generous paid time off and recognized holiday schedule
TBI Warrior® Foundation is an equal opportunity employer. We welcome applicants of all backgrounds and are committed to building a team that reflects the diverse communities we serve. Persons with lived experience related to TBI, military service, or caregiving are especially encouraged to apply.
Pay: $38,000.00 - $45,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
