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office manager

TFGroup LLC

<div>TFG is seeking a highly organized and detail-oriented Office Manager to oversee administrative operations and the parts warehouse at our Houston branch. This role manages daily office and warehouse coordination, supports branch leadership, and ensures processes run efficiently, accurately, and in alignment with company standards. The Office Manager supports branch leadership by managing workflows, supervising staff, and maintaining organization across administrative and inventory functions. The ideal candidate is a hands-on leader with strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Some travel may be required.<h3 class="jobSectionHeader">
Key Responsibilities</h3><ul><li>
Oversee daily administrative and parts warehouse operations</li><li>
Supervise, train, and support administrative and warehouse staff</li><li>
Develop, document, and improve office and warehouse processes</li><li>
Coordinate inventory control, parts ordering, and organization</li><li>
Ensure timely completion of administrative tasks and internal requests</li><li>
Serve as a liaison between departments to support clear communication</li><li>
Monitor schedules, workloads, and performance</li><li>
Maintain a clean, organized, and professional office and warehouse environment</li><li>
Assist leadership with reporting, process improvements, and special projects</li></ul><h3 class="jobSectionHeader">
Qualifications</h3><ul><li>
Experience in an Office Manager, Operations Manager, or similar leadership role</li><li>
Experience overseeing administrative staff; inventory or warehouse experience preferred</li><li>
Strong organizational, multitasking, and problem-solving skills</li><li>
Excellent communication and leadership abilities</li><li>
Proficiency in Microsoft Office and/or Google Workspace</li><li>
Ability to work independently and make sound decisions</li><li>
English/Spanish bilingual skills preferred</li></ul><h3 class="jobSectionHeader">
Benefits</h3><ul><li>
Competitive salary based on experience</li><li>
Medical, dental, and vision insurance</li><li>
Company-sponsored IRA retirement plan</li><li>
Paid time off and paid holidays</li><li>
Full-time, stable position with growth potential</li></ul><h3 class="jobSectionHeader">
About TFG</h3>
Total Foodservice Group (TFGroup LLC) provides foodservice equipment, parts, and service solutions nationwide. Guided by our core values&mdash;People First. Forward Thinking. Whatever It Takes.&mdash;we are committed to delivering exceptional service while fostering a people-focused workplace.</div>

Office Manager

LINK Houston

About the Office Manager role1. Summary of position and purposeLINK Houston seeks a highly-organized Office Manager who will be responsible for daily operations including accounting, human resources (HR), and administration. The ideal candidate possesses strong organizational, communication, and interpersonal skills to manage office-wide procedures and support staff across a diverse set of responsibilities. Your role will contribute to the overall well-being of this team and will be crucial in ensuring that day-to-day operations run smoothly.2. Key responsibilities and outcomes include:AccountingEnsure accurate, timely, and transparent financial records so the organization can meet compliance requirements, make informed decisions, and steward donor and grant funds responsibly:<ul><li>Perform day-to-day bookkeeping and accounting tasks with precision and confidentiality while maintaining internal controls, including:</li></ul>o Manage timely deposit, entry, and acknowledgment of all grants and giftso Manage vendor relationships and ensure timely and accurate paymentso Monitor contracts, insurance, leases, subscriptionso Reconcile credit card transactions and characterize expenseso Manage general ledger and journal entry adjustments<ul><li>Ensure all financial records are maintained accurately in accordance with nonprofit accounting standards:</li></ul>o Facilitate monthly bank reconciliations and balance sheet account reconciliationso Prepare monthly financial statements for management review and board oversighto Support annual independent audit and 990 tax filingHuman Resources &amp; People SupportCentral point of contact to manage employee relationships, including:<ul><li>Process biweekly payroll and expense reimbursement accurately and on time</li></ul><ul><li>Lead recruiting and ensure timely onboarding and offboarding of new/departing people</li></ul><ul><li>Support benefit enrollments and employee questions</li></ul><ul><li>Maintain confidential employee files and HR documentation</li></ul>Board Support<ul><li>Coordinate scheduling of board and committee meetings over Zoom and in person</li></ul><ul><li>Prepare board packets, minutes, and follow-ups in collaboration with the executive director and other staff</li></ul>Office ManagementManage general office needs and facility request, including regular meetings and occasional event planning:<ul><li>Maintain master calendars and anticipate needs before they become urgent</li></ul><ul><li>Coordinate employee events, celebrations, and culture-building activities</li></ul><ul><li>Provide administrative support to leadership as needed</li></ul><ul><li>Standardize processes and keep shared files organized and easy to navigate</li></ul><ul><li>Manage inventory and purchasing of supplies for the office and program events</li></ul>Please note: At this time, LINK Houston maintains a private office in the CommonDesk coworking suite at Post HTX. Facilities management is primarily handled by their team.3. Essential qualifications <ul><li>Demonstrated experience as an Office Manager or Bookkeeper:</li></ul>o 3+ years in an administrative, payroll, or HR support role, and/oro 3+ years of bookkeeping and nonprofit financial management<ul><li>Proficiency in Intuit QuickBooks with daily hands-on, working knowledge is required</li></ul><ul><li>Proficiency in the MS Office suite, particularly MS Excel and MS Outlook</li></ul><ul><li>Strong attention to detail, excellent data entry accuracy</li></ul><ul><li>Strong problem-solving skills</li></ul><ul><li>Exceptional time management skills and ability to prioritize effectively to meet deadlines</li></ul><ul><li>Outstanding written and verbal communication skills</li></ul><ul><li>Comfortable working with individuals from many diverse backgrounds</li></ul><ul><li>Ability to handle confidential information professionally</li></ul>4. Preferred qualifications<ul><li>Bachelor&rsquo;s degree from an accredited four-year college or university in accounting, finance, business administration (or 5+ years of equivalent hands-on, progressively responsible experience)</li></ul><ul><li>Biling&uuml;e en espa&ntilde;ol for occasional help with document translation and interpretation</li></ul><ul><li>Experience with nonprofit fund accounting and grant reporting</li></ul><ul><li>Experience creating procedures to operationalize new programs</li></ul><ul><li>Experience organizing events</li></ul><ul><li>Skills in Adobe Creative Cloud, Canva, HTML, WordPress</li></ul><ul><li>Commitment to building a just transportation system</li></ul>5. How the role fits in the organization.LINK Houston is a small, mission driven team where everyone plays a visible, meaningful role. You will touch many parts of the work and see the direct impacts of your effort. You&rsquo;ll enjoy this role if you:<ul><li>Like switching between strategic thinking and hands-on execution</li></ul><ul><li>Are comfortable figuring things out without a playbook and creating new systems</li></ul><ul><li>Take pride in being dependable and adaptable</li></ul><ul><li>Prefer meaningful responsibility over narrow specialization.</li></ul>Reporting relationship. The Office Manager reports directly to the Executive Director.Key collaborators. LINK Houston has a small, but dynamic and collaborative team, including:<ul><li>full-time staff and any part-time employees, transit ambassadors, or interns;</li></ul><ul><li>board of directors; and</li></ul><ul><li>contractors and consultants.</li></ul>Supervisory responsibilities. None at this time.6. Compensation and benefitsSalary. Annual compensation for this position is between $60,000 and $70,000, depending on qualifications and experience. This is a full-time, at-will, exempt position.Benefits include group health insurance, paid holidays and leave, negotiable flex hours, and Simple IRA retirement.Professional development. We value curiosity and lifelong learning. We support professional development aligned with individual goals and organizational needs to help staff grow into broader responsibility.About LINK Houston7. Work conditions and logisticsStatus: LINK is recruiting for a full-time, salaried, exempt employee. We are also open to a part-time role for an experienced person with exceptional time management skills.Schedule: LINK Houston&rsquo;s offices are generally open Monday through Friday from 9:00 a.m. until 5:00 p.m. Full-time employees are required to work a minimum of forty (40) hours per week, including events or activities on some weekday evenings and weekend days.Location: LINK Houston&rsquo;s current hybrid work schedule typically includes three days a week in our downtown Houston office, and two days remote.Transportation. LINK Houston&rsquo;s mission is to support equitable transportation options including walking, biking, and public transit for all users. In alignment with this approach, LINK Houston will pay for METRO fares and will not pay for parking of individual cars.Travel. Some overnight travel may occasionally be required in support of program work, professional development, conferences, or team building.Physical requirements are typical of hybrid office work, including:<ul><li>Ability to work at a desk and use a computer for extended periods</li></ul><ul><li>Ability to communicate effectively in person, by phone, and electronically</li></ul><ul><li>Ability to occasionally move around the office and attend meetings</li></ul><ul><li>Ability to occasionally lift or carry office or event materials weighing up to 15 pounds</li></ul><ul><li>Ability to perform essential functions of the role with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.</li></ul>8. Values, culture, and expectationsNonprofit advocacy. LINK Houston&rsquo;s vision is to create a city where all Houstonians have the freedom of mobility to access the opportunities this vibrant city offers. LINK Houston is a 501(c)(3) nonprofit organization that advocates for a robust and equitable transportation network so that all people can reach opportunity. To make that vision a reality, the organization supports transformative and inclusive policies, systems, initiatives, and infrastructure development that connect people to opportunity by transit, walking, rolling, and biking. LINK Houston moves ideas into action through community engagement, research, and shaping public policy.Values. LINK Houston works toward an integrated and holistic approach around transportation equity and access to opportunity. LINK holds the values of racial equity, inclusivity, independence, health, respect, and climate justice at its core.Equal opportunity. LINK Houston is an equal opportunity employer which values people of all experiences, backgrounds, and perspectives, and strives to cultivate leadership from the ground up. All qualified applicants will receive consideration without regard to race, color, national origin, sex, religion, age, disability, political belief, sexual orientation, gender identity, veteran or military status, genetic information, and marital or familial status. LINK Houston strongly encourages people with lived experiences in the communities they serve to apply.Application process and timelineIf you&rsquo;re energized by wearing multiple hats, care deeply about mission-driven work, and want to grow alongside a small team, we&rsquo;d love to hear from you!What to submit. Email your resume and cover letter to accounting@linkhouston.org with the words &ldquo;Office Manager&rdquo; in the subject line.Next steps. You will receive email confirmation we received your application, and we will follow up with any next steps. All inquiries and discussions will be considered strictly confidential.Timeline. This role is open now and LINK Houston is working to fill it as quickly as practicable.Job Type: Full-timePay: $60,000.00 - $70,000.00 per yearBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Professional development assistance</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: Hybrid remote in Houston, TX 77002

Insight Global

<div>
 
 Office Events &amp; Program Coordinator
 
 
 6 Month Contract
 
 
 Onsite 4 days/week
 
 
 
 
 
 
 Summary
 
 
 
 This temporary role supports the firm&rsquo;s day‑to‑day event operations for approximately six months. The focus is on coordinating logistics, managing schedules, supporting program activities, and ensuring smooth execution of office events and summer program tasks. The role requires strong communication skills, responsiveness, and the ability to keep multiple moving pieces organized.
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Coordinate and execute office events, trainings, and gatherings, including scheduling, vendor coordination, materials preparation, and on‑site support.
 </li>
 <li>
 Provide administrative and logistical support for the summer associate program, including event setup, attendance tracking, communications, and budget monitoring.
 </li>
 <li>
 Assist with planning and running summer associate orientation, ensuring all sessions, materials, and logistics are in place.
 </li>
 <li>
 Support the feedback, review, and offer process by organizing documents, tracking deadlines, and coordinating meetings.
 </li>
 <li>
 Maintain communication with summer associates, responding to routine questions and ensuring they have the information needed throughout the program.
 </li>
 <li>
 Help oversee the mentoring program by tracking pairings, scheduling check‑ins, and ensuring participants have necessary resources.
 </li>
 <li>
 Ensure tasks for the Early Careers team are complete on time.
 </li>
 </ul>
</div>

SSAF LLC

About Us:At SSAF Logistics, we specialize in international logistics and freight forwarding across industries such as energy, oil &amp; gas, manufacturing, medical, pharmaceutical, and cold chain. With a global network and a strong reputation for handling time-critical and project cargo, we are looking for motivated individuals to join us and grow into future logistics professionals.Position Overview:The Executive Assistant will serve as a strategic partner to the CEO and executive team. This is not a clerical role &mdash; it requires business judgment, discretion, strong organizational ability, and the confidence to operate in a high-stakes logistics environment.You will be responsible for managing executive schedules, coordinating high-level communications, tracking key operational initiatives, and ensuring nothing falls through the cracks.Key Responsibilities:<ul><li>Manage complex executive calendars, meetings, and travel arrangements</li><li>Coordinate domestic and international travel logistics</li><li>Draft, edit, and manage high-level correspondence and communications</li><li>Prepare reports, presentations, and executive summaries</li><li>Track key operational and financial deliverables</li><li>Serve as liaison between executives and internal departments</li><li>Assist with contract documentation and vendor coordination</li><li>Maintain strict confidentiality of sensitive information</li><li>Support special projects and strategic initiatives</li><li>Ensure follow-through on executive directives</li></ul>What We&rsquo;re Looking For:<ul><li>3+ years experience as an Executive Assistant (logistics or transportation industry preferred)</li><li>Strong understanding of business operations and executive workflow</li><li>Excellent written and verbal communication skills</li><li>High proficiency in Microsoft Office, Google Workspace, and CRM systems</li><li>Ability to prioritize in a fast-moving, deadline-driven environment</li><li>Strong problem-solving ability and sound judgment</li><li>Professional presence and strong interpersonal skills</li><li>Highly organized and detail-oriented</li><li>Discretion and integrity are non-negotiable</li></ul>Preferred Experience:<ul><li>Experience in freight forwarding, customs brokerage, or transportation</li><li>Exposure to international shipping documentation</li><li>Familiarity with logistics management systems</li></ul>Job Type: Full-timePay: $22.00 - $25.00 per hourWork Location: In person

Executive Assistant/Office Manager

OMAC

Office Administrator Position OMAC USA INC. Houston, 77040 Full Time - Salary - Full paid benefits JOB SUMMARY:OMAC is a globally known online sales - digital marketing based auto accessories distributor has branches in Europe, Asia and USA.Our sales are based on our online shop (www.omacshop.com), Amazon, ebay, Walmart stores to serve our top quality automotive products to our online customers globally. OMAC is also a global auto accessories supplier for OEMs like Hyundai, KIA etc.. automotive brands. We are seeking a highly motivated, positive and responsible team member for our Administrative Office positions in Houston TEXAS Branch. The position will report to branch Operation Manager and General Manager. JOB DUTIES:- Communicate, assist our CPA accountant, HR and PEO partner, customs brokers, attorney and all business contacts, providers of business as office administrator.- Entry of all accounts payable, accounts receivable on ORACLE Netsuite software.- Follow up and assist our PEO, HR partner with all new hire, employee hour reports, termination, payroll related processes and all.- Assists with posting jobs in channels, hiring processes for open job positions in the company.- Follow up with payment schedules and process all business banking deposits. - Process expense, purchase price, vendor and all needed reports for business.- Following up and placing office and warehouse operations supply orders online.- Managing agendas, travel arrangements, appointments etc. for the upper management.- Reading and taking the necessary action for daily letters received in company.- Assisting e-commerce customer service department when needed as a support.- Attends meetings for company with any third party business if required by General Manager for presentation or negotiations.Basically the office administrator is full responsible for all office activities with manager responsibility.QUALIFICATIONS:- Associates (or higher level education) degree on business administration, marketing, sales, finance or related administrative degrees.- Knowledge of basic accounting principles with at least one year of bookkeeping (accounts payable- accounts receivable) experience- Knowledge and experience with human resources processes.- Great written and verbal communication skills in English for great results in management.- Experience and perfect skills on office programs for reporting and presentations (Microsoft Outlook, Excel, Word, Powerpoint...)- All experience &amp; skills below is a big plus for the position requirements.+Accounts payable-receivable bookkeeping experience +Basic HR process experiences +Oracle Netsuite software experience +Customer service experience +Purchasing experience - Productivity, multitask work skills, time management, problem solving, professional work ethic, discipline, responsibility and giving feedbacks to managers on time is the key for the success in this position.OMAC USA INC will be happy to meet positive, energetic, hardworking candidates.We offer one of the best and company paid, health, dental, vision insurances with paid time off and other benefits will be explained in interview.Please apply online, our HR responsible will invite you with a message on indeed includes all the appointment info.Our operations &amp; offices address for applicants is:5670 Guhn road suit number 300A,77040 Houston TEXAS OMAC USA Inc. www.omacshop.comJob Type: Full-timePay: $36,500.00 - $41,600.00 per yearBenefits:<ul><li>Dental insurance</li><li>Employee discount</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Schedule:<ul><li>8 hour shift</li><li>Monday to Friday</li></ul>Experience:<ul><li>Microsoft Excel: 2 years (Required)</li><li>Administrative Assistants &amp; Receptionists: 1 year (Preferred)</li></ul>Work Location: In person

Administrative Assistant

Auc group

<div>Description:

Seven Seas Water Group
Seven Seas Water Group (www.sevenseaswater.com) is a portfolio company owned by investment funds managed by EQT. Headquartered in Tampa, with operations across the U.S., Caribbean, and Latin America, Seven Seas Water Group (SSWG) delivers annually over 20 billion gallons of water to industrial, commercial, governmental, municipal, and hospitality customers. SSWG designs, builds, owns, and operates, delivers new facilities, or acquires and upgrades existing facilities, with the goal of optimizing project risk transfer between the public and private sectors. We have more than 200 water and wastewater treatment plants in operations throughout the United States, Caribbean, and Latin America. With an outstanding reputation for decentralized water and wastewater treatment solutions, the SSWG &ldquo;Water-as-a-Service&reg;&rdquo; approach seeks to help solve global water and wastewater infrastructure challenges.
SSWG operates two businesses within the water infrastructure space. Seven Seas Water, which provides water treatment and desalination for governmental, hospitality and industrial customers in United States, Latin America and the Caribbean, and the AUC Group (www.aucgroup.net), which provides decentralized water and wastewater treatment plants for industrial and municipal customers in the United States.
EQT is a purpose-driven global investment organization focused on active ownership strategies. With a Nordic heritage and a global mindset, EQT has a track record of more than three decades of developing companies across multiple geographies, sectors, and strategies. EQT has investment strategies covering all phases of a business&rsquo; development, from start-up to maturity. EQT has EUR 273 billion in total assets under management (EUR 141 billion in fee-generating assets under management) as of 30 June 2025, within two business segments &ndash; Private Capital and Real Assets.
With its roots in the Wallenberg family&rsquo;s entrepreneurial mindset and philosophy of long-term ownership, EQT is guided by a set of strong values and a distinct corporate culture. EQT manages and advises funds and vehicles that invest across the world with the mission to future-proof companies, generate attractive returns and make a positive impact with everything EQT does.
The EQT AB Group comprises EQT AB (publ) and its direct and indirect subsidiaries, which include general partners and fund managers of EQT funds as well as entities advising EQT funds. EQT has offices in more than 25 countries across Europe, Asia and the Americas and has more than 1,900 employees.
Seven Seas Water Group is a portfolio company of EQT AB (together with its subsidiaries, &quot;EQT&quot;), a purpose-driven global investment organization that partners with companies worldwide through its Private Capital and Real Assets strategies. Founded in 1994, EQT is a leading active ownership firm that has more than EUR 273 billion in total assets under management across nearly 50 active funds. EQT is committed to investing behind essential infrastructure, partnering with established platforms that deliver sustainable, mission critical services aligned with global needs for resource efficiency.
More info: www.eqtgroup.com
Follow EQT on LinkedIn, X, YouTube and Instagram
This position supports AUC Group, a growing infrastructure platform within the broader Seven Seas Water Group organization.
Essential Duties and Responsibilities include the following:
The Accounting Manager will be responsible for overseeing the daily accounting operations, including General Ledger, Accounts Payable/Receivables, and month-end closing, for the AUC Group Division. They will manage, mentor, and train accounting staff, prepare financial reports, manage audits, and develop internal controls to improve accuracy and efficiency. The position is in our Houston, TX office, and reports directly through the Controller. The Accounting Manager responsibilities include:<ul><li>
Lead preparation and review of monthly, quarterly, and annual financial statements in accordance with U.S. GAAP.</li><li>
Oversee core accounting functions including general ledger, AP, and AR processes.</li><li>
Lead the monthly close process, including preparation of month end close journal entries, reconciliations, and account analysis to support the financial close process in compliance with US GAAP.</li><li>
Analyze financial results and conduct variance analysis of actuals vs budget.</li><li>
Research and document accounting conclusions related to complex transactions and new accounting guidance.</li><li>
Assist in forecasting, budgeting, and monitoring financial performance.</li><li>
Support the annual audit with external auditors to ensure timely completion of audit requirements.</li><li>
Problem solving and independent decision-making regarding accounting and reconciliation functions.</li><li>
Ensure compliance with company policies, internal controls, and reporting requirements.</li><li>
Analyze customer contracts to determine appropriate accounting treatment, including revenue recognition considerations.</li><li>
Prepare and file lien notices timely to ensure collectability of construction invoices</li><li>
Participate in the preparation of monthly construction invoices (based on schedules of values)</li><li>
Prepare management reporting and financial analysis to support operational decision-making.</li><li>
Partner with Seven Seas Water Group corporate finance on reporting and ad hoc initiatives.</li></ul>
Requirements:

Qualification/Requirements:<ul><li>
Strong track record of working safely within an organization with a strong safety culture.</li><li>
Excellent computer skills with advanced excel skills.</li><li>
Experience with IFS (Company&rsquo;s ERP system) or other similar market leading ERP system (Oracle, SAP, NetSuite, etc.).</li><li>
Excellent verbal and written communication skills with ability to work cross functionally with all teams.</li><li>
Strong knowledge of US GAAP with experience in accounting research, including revenue under percentage of completion accounting and lease accounting.</li><li>
Attention to detail and problem-solving ability.</li><li>
Ability to work well with team members and other departments at all levels within the organization</li><li>
Highly organized with the ability to prioritize and operate effectively in a fast-paced, high-growth environment.</li></ul>
Education/Experience:<ul><li>
Minimum 7+ years of progressive accounting experience, preferably within construction, infrastructure, or project-based environments.</li><li>
Bachelor&rsquo;s degree in accounting required.</li><li>
CPA preferred.</li><li>
Public accounting experience preferred; Big Four or national firm experience a plus.</li></ul>
How to Apply
Candidates must apply through our website, or by sending resumes to Talent@7seaswater.com.
We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs.
Equal Opportunity Employer/Disability/Veterans.
Applicant will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.</div>

Accounting Manager

Rice Engineering

<div>Special Instructions to Applicants:
All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.
<h2 class="jobSectionHeader">About Rice:
</h2>Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation&rsquo;s top 20 universities by U.S. News &amp; World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. 
Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice&rsquo;s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name &mdash; RICE &mdash; Responsibility, Integrity, Community and Excellence. 
 
Position Summary:
 
The Administrative Assistant II role provides advanced administrative and operational support to the Office of Admission at Rice University. This position plays a critical role in ensuring the smooth and efficient functioning of daily operations within a fast-paced and service-oriented environment. Reporting to the Deputy Director of Administration and working in concert with an administrative team, the Administrative Assistant II performs complex administrative tasks, manages office calendars and schedules, and assists with the planning and execution of key admission-related processes and events.
Ideal Candidate Statement:
 
The ideal candidate for the Administrative Assistant II position will demonstrate strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities with minimal supervision. This role requires excellent communication skills and a customer-service mindset, as it serves as a key point of contact for internal and external stakeholders, including prospective students, families, and university partners. The Administrative Assistant II is expected to exercise independent judgment, handle sensitive information with confidentiality, and contribute to a welcoming and inclusive atmosphere aligned with the university's mission.
Workplace Requirements:
 
This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration - typically a rotating schedule of three days in office with two remote. Exceptions to this schedule may include special events, in-person meetings/retreats, or busy times of the year. Per Rice policy 440 , work arrangements may be subject to change.
Hiring Range: $19.90&ndash;$20.30 hourly, non-exempt.
 
*Non-Exempt (hourly) positions under FLSA are eligible for overtime.
Minimum Requirements:
<ul><li>High school diploma or equivalent
</li><li>2+ years&rsquo; experience providing administrative support, preferably in a university setting
<ul><li>In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
</li></ul></li></ul>Skills:
<ul><li>Proficient administrative skills including calendar management, meeting coordination, and office organization
</li><li>Strong written and verbal communication skills with the ability to interact professionally with a wide range of stakeholders
</li><li>Strong interpersonal skills and a commitment to providing excellent customer service
</li><li>Proficiency in Microsoft Office and Google Suite (Word, Excel, Outlook, PowerPoint) and comfort with learning new software systems
</li><li>Experience with data entry and database management (e.g., CRM systems like Slate or similar platforms)
</li><li>Exceptional attention to detail and a high level of accuracy in all work
</li><li>Ability to prioritize and manage multiple tasks and deadlines
</li><li>Demonstrated discretion and sound judgment when handling confidential or sensitive information
</li><li>Problem-solving skills and the ability to work independently with minimal supervision
</li><li>Flexibility and adaptability to support changing office needs and event-based workloads
</li><li>Team-oriented mindset with the ability to collaborate effectively with colleagues across the division 
 
</li></ul>Preferences:
<ul><li>3+ years of administrative support experience, preferably in a higher education or admission-related setting
</li><li>Familiarity with student information systems or CRM platforms such as Slate, Banner, or Salesforce
</li><li>Experience supporting events or programs, including scheduling, logistics, and vendor coordination 
 
</li></ul>Essential Functions:
<ul><li>Responsible for one or more administrative and business functions, including processing and managing student hire payroll, event management, onboarding coordination, FERPA file requests, and/or expense reporting
</li><li>Serves as a key point of contact for prospective students, families, school counselors, and campus partners by providing timely, accurate, and courteous responses via phone, email, and in-person interactions
</li><li>Greets and assists campus visitors to the Office of Admission and Welcome Center, ensuring a welcoming and professional first impression for campus visit registrants and walk-in visitors
</li><li>Provides high-level administrative support to Office of Admission staff, including managing calendars, scheduling meetings, and preparing communications
</li><li>Supports the planning, coordination, and execution of on-campus and virtual admission events, assisting with registration, guest services, and event logistics&mdash;from daily campus visits to large event days
</li><li>Maintains accurate and confidential records, enters and updates applicant data in internal systems, and assists with the generation of reports and queries
</li><li>Responds to general inquiries about the admission process, policies, and deadlines, and escalates complex issues to the appropriate staff member when necessary
</li><li>Manages the daily operations of the front office, including organizing supplies, maintaining office appearance, and coordinating mail, deliveries, and print materials
</li><li>Assists with onboarding and coordination of student workers and may provide guidance to junior administrative staff as needed
</li><li>Assists with the coordination and logistics of admission-related events, meetings, travel, and special projects 
 
</li></ul>Additional Functions:
<ul><li>Knowledge of university policies, procedures, and organizational structures
</li><li>Ability to draft and edit professional correspondence and documents with minimal oversight
</li><li>Participates in ongoing efforts to improve office workflows, enhance customer service, and support a positive and inclusive work environment
</li><li>Understanding of admissions or enrollment operations and the academic calendar cycle
</li></ul>Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
Rice Mission and Values: Mission and Values | Rice University
Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University&rsquo;s Human Resources Office via email at facstaffada@rice.edu for support.
 
 
If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.</div>

Administrative Assistant II

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427 office manager jobs In Houston United States

Office Manager

Office Manager

Office Manager

Executive Assistant/Office Manager

Administrative Assistant

Accounting Manager

Administrative Assistant II