This is a Houston, TX based full-time position. The Administrative Assistant provides comprehensive administrative support to ensure the smooth operation of our Houston office. This role involves managing day-to-day office tasks, coordinating events and meetings, maintaining records, and supporting executive leadership as needed.
Key Responsibilities
Office & Facilities Management
– Order and distribute business cards for all employees (with manager approval)
– Maintain and organize supply closets and storage rooms; anticipate needs and restock supplies
– Restock meeting-room refrigerators with beverages
– Set up workspaces (cubicles/offices) for new hires
– Check and distribute incoming mail daily
Calendar & Scheduling
– Add employee birthdays to the company’s birthday calendar
– Track and coordinate employee PTO/OOO requests on shared calendars
– Schedule and manage conference room reservations for meetings and events
– Assist employees with PTO/OOO calendar entries
Reception & Communications
– Greet visitors and employees; provide a professional, welcoming experience
– Answer and route incoming phone calls; take and forward messages accurately
– Manage executive communications: screen calls, respond to emails, draft correspondence
– Maintain and update the company phone list with current employee contact details
Administrative Support
– Prepare, edit, and format presentations, charts, and other documents
– Format and standardize resumes for candidates in all office locations
– File and organize paperwork for Christine and other executives, including receipts and expense reports
– Conduct research, collect data, and compile reports as requested
– Arrange travel, coordinate logistics, and assist with expense report preparation for executive leadership
Event & Catering Coordination
– Organize weekly breakfast for the Houston office
– Coordinate breakfast, lunch, and catering for partner meetings and approved events
– Arrange lunch for meetings or “lunch and learn” sessions, ensuring timely delivery and setup
– Includes tidying up – occasional cleaning up messes
Key Skills & Qualifications
– Exceptional organizational and time-management abilities
– Strong verbal and written communication skills
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
– Keen attention to detail and accuracy
– Ability to manage multiple priorities and projects simultaneously
– Discretion and commitment to confidentiality
– Proactive problem-solver with strong critical-thinking skills
– Ability to work independently and collaboratively within a team
Desired Experience
– 2+ years in an administrative or office coordination role
– Experience supporting multiple office locations and executive leadership
– Familiarity with conference-room scheduling tools and shared calendar platforms
Physical Expectations
– Must be able to lift objects weighing up to 50lbs
– Must be able to stand, kneel, and walk for long periods of time
– Must pass background check and be able to pass both a pre-employment & random drug test(s)