office assistant receptionist

Easter Seals of Greater Houston

<div><p>Easter Seals Greater Houston is seeking a professional and organized Administrative Assistant/Receptionist to provide front desk support and assist with daily office operations. This role serves as the first point of contact for clients, visitors, vendors, and staff while supporting a variety of administrative and operational tasks.</p><p><b>
Location:</b> This position is an in-person role located at our Main Office: 4888 Loop Central Drive, Suite 200, Houston, TX 77081</p><p><b>
Key Responsibilities:</b></p><ul><li>
Answer and route incoming calls in a professional manner
</li><li>Greet and assist clients, visitors, and staff
</li><li>Provide general information about programs and services; connect to program staff</li><li>
Maintain a clean and organized reception and office area
</li><li>Manage office supplies, vendors, and ordering needs
</li><li>Handle incoming/outgoing mail and postage operations</li><li>
Support employee coordination (badges, mailboxes, business cards, staff updates)
</li><li>Assist with reports, mail-outs, meetings, and special projects/events</li><li>
Perform additional administrative duties as assigned</li></ul><p><b>
Qualifications:</b></p><ul><li>
High school diploma or equivalent required (Bachelor's preferred)
</li><li>Bilingual in English and Spanish required</li><li>
Strong communication and customer service skills
</li><li>Excellent organization and multitasking abilities
</li><li>Professional, dependable, and team-oriented</li><li>
Ability to lift, carry, and move up to 35 pounds is required</li></ul></div>

Administrative Assistant / Receptionist

Happy Snoutz Pet Resort

<p><b>Job Summary</b><br/>We are seeking a highly organized and friendly Front Desk Receptionist to join our team. The ideal candidate will serve as the first point of contact for our clients and visitors, providing exceptional customer service while managing various administrative tasks. This role requires strong communication skills, attention to detail, and the ability to multitask in a fast-paced environment.</p><p><b>Responsibilities</b></p><ul><li>Greet and welcome clients and visitors in a professional manner.</li><li>Answer phone calls promptly and manage inquiries with excellent phone etiquette.</li><li>Schedule appointments and maintain the front desk calendar efficiently.</li><li>Perform clerical duties including filing, data entry, and maintaining office supplies.</li><li>Provide support to office management by coordinating office activities and ensuring smooth operations.</li><li>Proofread documents for accuracy before distribution or filing.</li><li>Maintain a clean and organized front desk area to ensure a welcoming environment for clients.</li></ul><p><b>Experience</b></p><ul><li>Previous experience as a receptionist or in a similar front desk role is preferred but not required.</li><li>Proficiency in computer application, Gingr software preferred but not required</li><li>Strong customer service skills with the ability to handle inquiries professionally.</li><li>Experience in office management or as personal assistant</li><li>Excellent proofreading skills with attention to detail in written communication.</li><li>Experience with pet knowledge. Ex: vaccines, grooming, dog behavior.​</li></ul><p>If you are a motivated individual with a passion for providing outstanding service, we encourage you to apply for this rewarding opportunity as our Front Desk Receptionist!</p><p>Job Type: Full-time</p><p>Pay: From $14.00 per hour</p><p>Benefits:</p><ul><li>Employee discount</li><li>Paid time off</li></ul><p>Work Location: In person</p>

Front Desk Receptionist

GMB Marine Shipping Agency, Inc.

<p><b>Overview</b><br/>We are seeking a proactive and highly organized Executive Assistant in Maritime Logistics to join our team. This role provides comprehensive administrative support to senior management and ensures the smooth operation of maritime logistics activities. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and a passion for facilitating efficient project coordination within a fast-paced maritime environment. Your energetic approach will help drive operational excellence and support our commitment to delivering seamless logistics solutions across global markets.</p><p><b>Duties</b></p><ul><li>Manage complex calendars, schedule appointments, and coordinate meetings for senior executives involved in maritime logistics projects using tools like Monday.com and Google Workspace.</li><li>Prepare, proofread, and transcribe important documents, reports, and correspondence with precision, ensuring clarity and professionalism.</li><li>Oversee office management tasks including filing, data entry, bookkeeping using QuickBooks and Google Suite, and maintaining organized records of shipping documents, invoices, and compliance files.</li><li>Serve as a personal assistant by handling travel arrangements and managing multi-line phone systems with professional phone etiquette.</li><li>Coordinate project activities by tracking deadlines, preparing status updates, and liaising with internal teams to ensure timely execution of maritime logistics initiatives.</li></ul><p><b>Requirements</b></p><ul><li>Proven experience as an executive assistant or administrative professional within the maritime or logistics industry is preferred.</li><li>Strong organizational skills with the ability to multitask efficiently in a fast-paced environment; experience in office management is advantageous.</li><li>Excellent computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry systems.</li><li>Exceptional calendar management skills using Microsoft Outlook Calendar or similar tools; ability to prioritize tasks effectively.</li><li>Knowledge of project coordination principles along with event planning capabilities for corporate logistics functions.</li><li>Outstanding communication skills with professional phone etiquette across multi-line phone systems; ability to handle sensitive information discreetly.</li><li>Detail-oriented with strong clerical experience including filing, data entry, and office organization; prior experience supporting executives in a maritime or transportation setting is a plus. Join us in this energetic role where your organizational prowess will directly contribute to the success of our maritime logistics operations!</li></ul><p>Pay: $40,000.00 - $50,000.00 per year</p><p>Benefits:</p><ul><li>Flexible schedule</li><li>Health insurance</li></ul><p>Work Location: Hybrid remote in Houston, TX 77024</p>

Executive Assistant - Maritime Logistics

Sam's Auto Sales

<p><b>Job Summary</b><br/>We are seeking a dynamic and highly organized Secretary to join our team! This vital role involves providing exceptional administrative support, managing front desk operations, and ensuring smooth office functions. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills. Bilingual abilities are a plus to serve our diverse client base. As a Secretary, you will be the first point of contact for visitors and callers, coordinate schedules, handle correspondence, and support various office management tasks to keep our operations running efficiently. This paid position offers an exciting opportunity to contribute to a professional environment where your organizational talents shine.</p><p><b>Duties</b></p><ul><li>Greet visitors and manage front desk responsibilities with professionalism and warmth</li><li>Operate multi-line phone systems, answer inquiries, and direct calls effectively using proper phone etiquette</li><li>Maintain accurate records through data entry, filing, and proofreading documents</li><li>Manage calendars, schedule appointments, and coordinate meetings for staff and executives</li><li>Handle correspondence via email and Google Workspace applications, ensuring timely responses</li><li>Support bookkeeping tasks using QuickBooks or similar accounting software when needed</li><li>Assist with office management duties such as supply ordering, organization of files, and general clerical support</li><li>Provide customer service support by addressing client inquiries promptly and courteously</li><li>Perform light bookkeeping duties including invoicing and expense tracking</li><li>Support personal assistant tasks such as travel arrangements or special project coordination when required</li></ul><p><b>Qualifications</b></p><ul><li>Bilingual abilities preferred to serve diverse clientele effectively</li><li>Proven office experience with strong clerical skills in a professional environment</li><li>Strong organizational skills with the ability to multitask efficiently in a fast-paced setting</li><li>Demonstrated experience with data entry, filing systems, and proofreading documents accurately</li><li>Exceptional phone etiquette with experience managing multi-line phone systems</li><li>Personal assistant or office management experience highly valued</li><li>Ability to prioritize tasks with effective time management skills and attention to detailJoin us in a role where your organizational prowess makes a real difference! We&rsquo;re committed to fostering a supportive environment that values your contributions while offering opportunities for growth. If you thrive in busy settings and enjoy helping others stay organized and supported, this is the perfect position for you!</li></ul><p>Pay: $100.00 - $150.00 per day</p><p>Work Location: In person</p>

Secretary

Qcells EPC

<div>
 <strong>
  Description
  <br/>
  <br/>
 </strong>
 Title: Executive Assistant
 <br/>
 <br/>
 Department: EPC Business Unit
 <br/>
 <br/>
 Location: Houston, TX
 <br/>
 <br/>
 Supervisor: Chief Executive Officer
 <br/>
 <br/>
 FLSA Status: Non- Exempt
 <br/>
 <br/>
 Position Status: Permanent, Full-Time
 <br/>
 <br/>
 Work Status: In-Office
 <br/>
 <br/>
 EXECUTIVE ASSISTANT
 <br/>
 <br/>
 Hanwha Qcells USA Corp (Qcells USA), headquartered in Irvine, CA, specializes in providing utility-scale modules, solar photovoltaic (PV), and battery energy storage systems (BESS) project development, along with Engineering, Procurement, and Construction (EPC) services for solar and BESS projects nationwide. Qcells USA delivers comprehensive turnkey solutions encompassing the entire utility-scale project lifecycle. By choosing Qcells USA for turnkey solutions, customers can reduce uncertainty and risk, leading to enhanced investment returns and contributing to a more sustainable future.
 <br/>
 <br/>
 Qcells USA&rsquo;s complete turnkey solutions seamlessly integrate the expertise of our Development, Module, and EPC teams, while ensuring close coordination with other vital internal groups such as Project Finance, Systems Integration, and Legal. This collaborative approach ensures that Qcells USA projects deliver exceptional value and performance. With several multi-billion-dollar investments, Qcells is pioneering the establishment of the only complete module supply chain in the U.S., including the expansion of our Georgia module manufacturing facility, which stands as the largest in the Western Hemisphere.
 <br/>
 <br/>
 As an integral part of the global Qcells brand, Qcells USA benefits from a legacy of excellence in photovoltaic manufacturing. Qcells is renowned worldwide for its high-performance, superior-quality solar cells and modules. With dual headquarters in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology &amp; Innovation HQ), Qcells operates under the umbrella of Hanwha Group, a FORTUNE Global 500 company and one of the top 8 business conglomerates in South Korea.
 <br/>
 <br/>
 <strong>
  Summary
  <br/>
  <br/>
 </strong>
 The Executive Assistant plays a critical role in providing administrative support to the Chief Executive Officer (CEO) and other executives as needed to ensure the smooth operation of executive-level functions. This position requires a highly organized, proactive, and detail-oriented individual who can manage multiple priorities in a fast-paced environment. This position reports to the CEO, or other senior management personnel that the CEO of the Company may designate. This position reports to the Houston, TX office and will work from the office 5 days a week. Working hours are Monday through Friday, from 8:00am to 5:00pm or 9:00am to 6:00pm local time. This position is expected to travel up to 10% of the time.
 <br/>
 <br/>
 Applicants must be authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.
 <br/>
 <br/>
 <strong>
  Essential Job Function &amp; Responsibilities
  <br/>
  <br/>
 </strong>
 Calendar &amp; Meeting Management
 <br/>
 <br/>
 <ul>
  <li>
   Manage complex calendars by scheduling internal and external appointments across multiple time zones.
  </li>
  <li>
   Coordinate meeting logistics, including room bookings and video conferencing setups.
  </li>
  <li>
   Prepare agendas and distribute relevant materials to attendees ahead of scheduled meetings.
  </li>
  <li>
   Record detailed meeting minutes and track action items to ensure timely follow-up.
   <br/>
   <br/>
  </li>
 </ul>
 Travel &amp; Expense Administration
 <br/>
 <br/>
 <ul>
  <li>
   Support travel arrangements, including flights, hotels, and ground transportation for domestic and international travel.
  </li>
  <li>
   Process expense reports accurately.
   <br/>
   <br/>
  </li>
 </ul>
 Communication &amp; Departmental Coordination
 <br/>
 <br/>
 <ul>
  <li>
   Serve as the primary liaison for communication and coordination across various department heads.
  </li>
  <li>
   Draft, proofread, and edit internal announcements, emails, and official correspondence.
  </li>
  <li>
   Screen incoming inquiries, prioritizing urgent matters that require immediate leadership attention.
   <br/>
   <br/>
  </li>
 </ul>
 Documentation &amp; Data Management
 <br/>
 <br/>
 <ul>
  <li>
   Organize digital document storage to ensure files are secure, structured, and easily searchable.
  </li>
  <li>
   Perform accurate data entry across various company databases, tracking systems, and CRM platforms.
  </li>
  <li>
   Maintain confidentiality when handling sensitive corporate information, contracts, and personnel records.
   <br/>
   <br/>
  </li>
 </ul>
 Reports &amp; Presentations
 <br/>
 <br/>
 <ul>
  <li>
   Prepare polished presentations and slide decks for executive review and board meetings.
  </li>
  <li>
   Compile data and draft reports on departmental performance, metrics, and special projects.
  </li>
  <li>
   Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position
  </li>
  <li>
   Perform other duties and special projects, as assigned by Management
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Required Qualifications
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Bachelor&rsquo;s Degree in Business Administration, Management, or another business-related field
  </li>
  <li>
   Minimum 7 years of experience in an administrative role
  </li>
  <li>
   Minimum of 5 years of experience working for and with C-level executives in a corporate environment
  </li>
  <li>
   Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
  </li>
  <li>
   Excellent written and verbal communications skills
  </li>
  <li>
   High level of discretion and confidentiality in handling sensitive project and corporate information
  </li>
  <li>
   Strong problem-solving skills and the ability to anticipate needs proactively
  </li>
  <li>
   Experience managing complex calendars and scheduling across multiple time zones, travel logistics for U.S. as well as international, and high-level meetings
  </li>
  <li>
   Familiarity with construction management software a plus (Procore)
  </li>
  <li>
   Experience with submitting expense reports (Concur)
  </li>
  <li>
   Strong attention to detail and commitment to producing high-quality work with accuracy
  </li>
  <li>
   Ability to adapt quickly to changing priorities and handle multiple tasks simultaneously
  </li>
  <li>
   Professional demeanor and excellent interpersonal skills
  </li>
  <li>
   Willingness to travel up to 10% of the time
  </li>
  <li>
   Ability to multitask and thrive in a fast-paced working environment
   <br/>
   <br/>
  </li>
 </ul>
 EXAMPLES OF PHYSICAL DEMANDS
 <br/>
 <br/>
 <ul>
  <li>
   Stationary Position: frequently remains stationary up to 90% of the time and sitting up to 8 hours in a day
  </li>
  <li>
   Move/Traverse: infrequently bend, stand, stoop and/or walk
  </li>
  <li>
   Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds
  </li>
  <li>
   Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with employees, coworkers, and all personnel matters; must be able to exchange accurate information in these situations
  </li>
  <li>
   Sight: frequent use of sight to detect images on computer, office documents, and office objects near and far
  </li>
  <li>
   Climb: occasionally ascends/descends on stairway to get to office upper and lower floors
  </li>
  <li>
   Travel: up to 10% as needed
   <br/>
   <br/>
  </li>
 </ul>
 EXAMPLES OF WORK ENVIRONMENT
 <br/>
 <br/>
 <ul>
  <li>
   Regular professional, office business setting
  </li>
  <li>
   Noise level ranges from low to moderate (if in office setting)
  </li>
  <li>
   Noise level ranges from moderate to high (if on construction worksite)
  </li>
  <li>
   Under the Office Mobilization Plan (OMP) policy, the role may transition to an onsite or hybrid arrangement, as determined by business needs and the Head of Department
   <br/>
   <br/>
  </li>
 </ul>
 Hanwha Qcells is proud to be an at-will Equal Opportunity Employer and prohibits discrimination against race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, pregnancy, citizenship, disability, protected veteran status and any other classification protected by applicable federal, state or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
 <br/>
 <br/>
 It is important to note that the job descriptions provided by Qcells USA Corp are not intended to be comprehensive lists of all duties, responsibilities, or qualifications associated with the positions. Duties and responsibilities may change at any time with or without notice, reflecting our dynamic and evolving work environment.
 <br/>
 <br/>
 We are committed to the full inclusion of all qualified individuals. As part of this commitment, Hanwha Qcells will provide reasonable accommodations to all qualified individuals with disabilities to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment. Please contact us to request accommodations at hr-usa@qcells.com.
</div>


Executive Assistant

City of Houston, TX

<div><div><div><h2 class="jobSectionHeader"><b>POSITION OVERVIEW</b></h2></div>
<div><p><b>Applications Accepted From: ALL PERSONS INTERESTED</b><br>
<b>Division/Section: Terminal Management &ndash; IAH /Custodial Services</b><br>
<b>Workdays &amp; Hours*: Monday-Friday, 8:00am-5:00pm (subject to change)</b><br>
<br>
<b>DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS</b><br>
Custodial Services is committed to delivering a 5-star experience for all passengers traveling through Houston&rsquo;s airports. This responsibility encompasses all guest-facing services from the moment a passenger enters an airport facility until departure, and upon arrival through exit from the airport.<br>
<br>
The department is responsible for maintaining the aesthetic appearance, functional condition, operational readiness, and overall ambiance of airport facilities and amenities. Custodial Services also serves as the primary liaison with airlines, federal agencies, and guest-facing service providers responsible for cleaning operations throughout the airports.<br>
<br>
<b>Position Summary</b><br>
The Administrative Assistant provides administrative and operational support to the Custodial Services Business Unit. This position is responsible for assisting with daily business operations by interpreting and applying departmental policies, procedures, rules, and regulations. The Administrative Assistant serves as a key resource in coordinating personnel-related activities, office management functions, and departmental communications.<br>
<br>
<b>Candidates must be able to obtain all security required badge access including Custom Border Patrol access within 6 months from the hire date.</b><br>
<br>
<b>The Administrative Assistant duties include but are not limited to:</b></p><br>
<ul><li>
Provide administrative support to the Custodial Services leadership team and business unit staff.</li><li>
Assist with personnel administration, purchasing processes, budget tracking, payroll support, and general office management duties.</li><li>
Prepare, edit, and distribute correspondence, memorandums, reports, presentations, and other business documents.</li><li>
Coordinate and support recruitment activities, including scheduling interviews, assisting with candidate communications, facilitating onboarding processes, and coordinating new employee training schedules.</li><li>
Assist in tracking and monitoring departmental expenditures and administrative processes.</li><li>
Attend meetings as a representative of the business unit when assigned and prepare meeting minutes for distribution to stakeholders.</li><li>
Serve as a liaison between department staff and internal or external stakeholders as needed.</li><li>
Provide exceptional customer service and professional support to employees, airport partners, and guests.</li><li>
Performs other duties as assigned</li></ul><b>
Skills and Competencies</b><br>
<ul><li>
Strong organizational, administrative, and time-management skills</li><li>
Excellent written and verbal communication abilities</li><li>
Proficiency in Microsoft Office Suite and other business software applications.</li><li>
Ability to manage multiple priorities in a fast-paced environment.</li><li>
Ability to maintain confidentiality and exercise sound judgment.</li><li>
Ability to work independently while supporting a diverse team of operational and administrative personnel.</li></ul>
This position plays a critical role in supporting the operational success of Custodial Services and ensuring the department remains organized, responsive, and effective in delivering a world-class airport experience.<br>
<br>
<b>WORKING CONDITIONS</b><br>
The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions<b>.</b> Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements. The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.</div><p></p>
<div><h2 class="jobSectionHeader"><b>MINIMUM REQUIREMENTS</b></h2></div>
<div><p><b>EDUCATIONAL REQUIREMENTS</b><br>
Requires a Bachelor's Degree in Business Administration, Liberal Arts, or a related field.<br>
<br>
<b>EXPERIENCE REQUIREMENTS</b><br>
One year of administrative experience is required.<br>
<br>
Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.<br>
<br>
<b>LICENSE REQUIREMENTS</b><br>
None</p></div>
<div><h2 class="jobSectionHeader"><b>PREFERENCES</b></h2></div>
<div><p>Preference will be given to applicants with previous Aviation Industry experience. Experience with Kronos and other payroll systems functions is a plus. Proficient with Microsoft Word and Excel is highly desired.<br>
<br>
<b>**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6. **</b></p></div>
<div><h2 class="jobSectionHeader"><b>GENERAL INFORMATION</b></h2></div>
<div><p><b>SELECTION/SKILLS TESTS REQUIRED</b><br>
The selection process will involve application review and/or interview. Department may administer skills assessment test.<br>
<br>
<b>SAFETY IMPACT POSITION - </b><b>YES
</b><br>
YES - If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.<br>
<br>
<b>PAY GRADE </b><b>17</b><br>
<br>
<b>SALARY INFORMATION</b><br>
Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.<br>
<br>
<b>APPLICATION PROCEDURES</b><br>
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov. To view your detailed application status, please log-in to your online profile by visiting:<br>
http://agency.governmentjobs.com/houston/default.cfm or call 281-233-1852.<br>
<br>
If you need special services or accommodations, call 281-233-1852 (TTY 7-1-1). If you need login assistance or technical support call 855-524-5627.<br>
<br>
All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.<br>
<br>
Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process. Applicants are encouraged to attach a cover letter and resume along with their completed application when applying. <b>For further information pertaining to the Houston Airport System, please visit:</b><br>
https://www.youtube.com/watch ?v=EDWLV sJFoM.<br>
<br>
<b>EOE Equal Opportunity Employer</b><br>
The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.</p></div></div></div>
<br><div><div><div><div><b>Employer</b></div>
<div>City of Houston</div>
</div></div><div><div><div><b>Address</b></div>
<div><p>901 Bagby St<br>
<br>
Houston, Texas, 77002
</p></div></div></div><div><div><div><b>Website</b></div>
<div>https://www.houstontx.gov/</div></div></div></div>

ADMINISTRATIVE ASSISTANT (CUSTODIAL TEAM) - BUSH AIRPORT

Wet Coast Logistics

<div><div><b>CLIENT HIGHLIGHT
</b></div><div>The Client you will be working for is a Fortune 100 Oil and Gas Company. This opportunity will give you experience in the energy sector in the United States with a company that is a globally recognized leader in energy production and one of the biggest companies in the US.
</div><div></div><div><b>LOCATION
</b></div><div>Houston, TX 77002
</div><div></div><div><b>COMPENSATION
</b></div><div>$23 - $29 per hour, full benefits offered
</div><div></div><div><b>SCHEDULE
</b></div><div>Monday - Friday // Hybrid (1-2 days remote) // 9/80 schedule
</div><div></div><div><b>CONTRACT TERM
</b></div><div>6-month contract with strong likelihood of extension based on performance and business needs
</div><div></div><div><b>POSITION OVERVIEW &ndash; </b>The Administrative Assistant will provide proactive, high-quality administrative support to one or more senior leaders with a high degree of independence, initiative, discretion, and attention to detail. Based in Houston, TX, this role manages complex calendars, travel, communications, and cross-functional coordination in a fast-paced global energy organization.
</div><div></div><div><b>RESPONSIBILITIES
</b></div><ul><li>Manage leader calendar(s) and inbox; anticipate needs, prioritize requests, and resolve scheduling conflicts across multiple stakeholders and time zones.
</li><li>Schedule, coordinate, and support meetings (in-person and virtual), including agendas, materials, logistics, room/technology setup, and follow-up actions.
</li><li>Manage organizational distribution lists, communications, SharePoints, seating charts, and other team management tasks.
</li><li>Coordinate complex domestic and international travel logistics, including itineraries, visas/passports as needed, and related communications.
</li><li>Track, gather, and reconcile travel and business expenses; prepare and submit timely, accurate expense reports in accordance with company policy.
</li><li>Prepare, format, and proofread correspondence, reports, presentations, and other documents using Microsoft Office tools and enterprise systems (e.g., iPASS, CTREX, SharePoint).
</li><li>Handle highly sensitive and confidential information; maintain strict confidentiality and appropriate records management.
</li><li>Represent the leader&rsquo;s office professionally to internal partners and external organizations; route inquiries and connect stakeholders to the right resources.
</li><li>Support small projects and special requests, including basic data gathering and simple analysis; track actions to closure.
</li><li>Identify opportunities to improve administrative processes; apply best practices and leverage digital productivity tools to improve efficiency.
</li><li>Support the broader administrative network with a collaborative and customer service-oriented mindset.
</li></ul><div></div><div><b>PERFORMANCE MEASUREMENT
</b></div><ul><li>Leader calendars, inboxes, and scheduling conflicts are managed proactively and accurately.
</li><li>Meetings are coordinated and supported with complete materials, logistics, and follow-up actions on time.
</li><li>Expense reports are submitted accurately and in accordance with company policy within expected timelines.
</li><li>Travel itineraries and logistics are arranged completely and without disruption.
</li><li>Confidential information is handled with strict discretion and proper records management at all times.
</li><li>Administrative processes are continuously reviewed and improved using digital tools and best practices.
</li></ul><div></div><div><b>REQUIRED QUALIFICATIONS/SKILLS
</b></div><ul><li>Experience supporting multiple leaders or complex organizations.
</li><li>Familiarity with Workday, CTREX, or similar enterprise systems.
</li><li>Experience coordinating travel and expense reporting in a corporate environment.
</li><li>Strong customer service mindset and collaborative working style.
</li><li>Proficiency with Microsoft Office tools and SharePoint.
</li><li>High degree of initiative, discretion, accuracy, and attention to detail.</li></ul></div>

Administrative Assistant II

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