Administrative Assistant

Overview

The Administrative Assistant Contractor provides administrative and organizational support for a fast-paced team of approximately 60 employees. This position is responsible for calendar management, meeting coordination, employee onboarding, office support, and employee engagement activities. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while providing professional support to managers and team members.

Responsibilities

• Manage complex calendars for 3–5 managers.
• Schedule, coordinate, and reschedule meetings across multiple teams and time zones.
• Resolve scheduling conflicts and coordinate recurring meetings, staff meetings, and leadership sessions.
• Reserve conference rooms and coordinate meeting logistics, room setup, and catering.
• Support the daily administrative needs of approximately 60 employees.
• Maintain distribution lists, email aliases, user groups, contact lists, and organizational records.
• Order office supplies and submit maintenance requests.
• Coordinate new-hire onboarding and first-day logistics.
• Provide new hires with arrival instructions, facility information, team introductions, and office tours.
• Organize employee birthdays, recognition activities, team meals, and morale-building events.
• Coordinate team-building activities, offsite meetings, holiday events, volunteer activities, and employee appreciation initiatives.
• Provide general administrative support to managers and team members.
• Track action items and assist with follow-up communications.
• Retrieve, compile, and report information requested by managers.
• Identify opportunities to improve administrative processes and team efficiency.

Qualifications

• Experience managing multiple calendars and scheduling priorities.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities with minimal supervision.
• Professional demeanor and strong customer-service skills.
• Experience supporting multiple managers or senior leaders preferred.
• Experience coordinating meetings, events, or employee engagement activities preferred.
• Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint preferred.
• Familiarity with distribution lists, shared mailboxes, and collaboration tools preferred.
• Strong problem-solving, communication, organization, adaptability, and prioritization skills.
• Ability to work full-time and on-site in Spring, Texas.
• Ability to meet all job requirements.