Job Title: Administrative Assistant

Work Location: Dallas, Texas

Summary:

The Administrative Assistant performs a variety of administrative and clerical tasks. Administrative Assistant's duties include supporting the Senior Leadership Team, Human Resources, Accounting, IT, and Contracts departments, and provides general office administration.

Responsibilities:

• Answers all incoming correspondence (emails/phone/voicemail) and appropriately directs, distributes, and dispatches appropriately.
• Provides administrative support to assigned Senior Managers; including calendar management, planning and coordinating travel arrangements and itineraries, email management, and oversight on communications.
• Manages functions of general office operations; including printer management, office supplies, kitchen/break room maintenance, setting up meeting spaces, and coordinating technology needs.
• Prepares reports and presentations for internal communications.
• Acts as a custodian of organizational records including governance documents, board books, insurance certificates, safety plans, etc.
• Receives and distributes mail, packages, and deliveries to the office.
• Partners with the Human Resources department to complete a variety of tasks; including filing, some employee relations, and data entry.
• Works with Human Resources to complete a variety of functions surrounding the recruiting process; including candidate review, ATS data entry and management, job postings, candidate scheduling, and communications with recruiters, candidates, and hiring managers.
• Supports Operational Departments with administrative functions; including data entry, file management, work order closings, and other tasks as assigned.
• Supports the Accounting & Contracts departments with a variety of administrative functions to include data entry, report generation, document creation, file management, and other tasks as assigned.
• Assists in the preparation and distribution of external correspondence.
• Supports meeting arrangements including agenda preparation & distribution, technology setup, and catering as applicable.
• Assumes the highest level of confidentiality while working with sensitive correspondence.
• Serves as backup to the Administrative Services Manager.
• Assumes other duties as assigned by the Administrative Services Manager or CEO.

Qualifications:

• Above average oral and written communication skills
• Demonstrated ability to maintain confidential information
• Excellent computer and database skills; including familiarity with Microsoft Office Suite and Google Workspace
• Excellent organizational and time-management skills
• Ability to adapt quickly and reprioritize effectively
• Minimum of an Associate’s degree or equivalent in Business Administration
• 2-3 years+ previous experience in an administrative role supporting human resources, accounting, and/or executive level management

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as desktop/laptop computers and smartphones.

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Travel:

Travel may be required for this position. Most travel is primarily local and completed during the business day.

Published Category: Project Management