Administrative Assistant

Aston Carter•Irving, TX

1d•$28 - $30•Hybrid

About The Position

The Administrative Assistant provides high-level administrative support to all levels of management, including external business partners, with a primary focus on supporting two General Managers. This role manages complex calendars, coordinates domestic and international travel, processes business expenses, and supports meetings and events. The position also contributes to department financial, personnel, and facility operations, manages procurement of goods and services, and serves as a central point of contact for the department or group.

Requirements

Proven administrative support experience, including prior experience as an administrative assistant.
Experience providing executive administrative support, ideally supporting senior leaders or General Managers.
Strong calendar management skills, including handling complex and high-volume scheduling.
Hands-on experience with travel coordination and travel management for domestic and international trips.
Proficiency in processing expense reports and maintaining accurate, up-to-date expense records.
Experience with vendor management, including procurement of office supplies, equipment, and services.
Excellent written and verbal communication skills, with the ability to provide clear and detailed communication.
Strong attention to detail and ability to maintain accuracy in a fast-paced environment.
Ability to adapt quickly, multitask, and prioritize effectively while supporting two General Managers.
Proactive work style, with the ability to anticipate needs and take initiative without constant direction.
Demonstrated ability to collaborate and provide team support across different functions.

Nice To Haves

Experience supporting a large, fast-paced corporate environment.
Demonstrated ability to manage both domestic and international travel logistics from end to end.
Experience coordinating meetings and events, including logistics and follow-up.
Strong organizational skills with a focus on being detail-oriented and thorough.
Comfort working with financial, personnel, and facility-related administrative processes.
Eagerness to grow, learn, and take on new responsibilities and special projects.
Ability to communicate in an over-detailed and proactive manner to minimize misunderstandings and rework.

Responsibilities

Manage complex calendars for two General Managers, including scheduling, rescheduling, and prioritizing meetings and appointments.
Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
Process and track business expenses, ensuring accuracy, timeliness, and adherence to company policies.
Coordinate meetings and events, including logistics, invitations, materials, and follow-up actions.
Support department financial operations by assisting with tracking, documentation, and basic coordination tasks as needed.
Assist with personnel operations by helping coordinate administrative aspects related to staff support within the department.
Support facility operations by coordinating office-related needs and helping ensure a smooth and efficient workplace.
Manage procurement of goods and services, including computer equipment, office supplies, reference materials, and related items.
Maintain and manage vendor relationships, including coordinating orders, deliveries, and issue resolution.
Provide general office support, such as handling correspondence, organizing documents, and responding to inquiries.
Serve as the primary department or group contact for internal teams and external business partners.
Collaborate and cross-functionally support the broader team, providing overall team support as needed.
Complete special projects as assigned, demonstrating initiative, attention to detail, and the ability to work independently.
Maintain up-to-date records of travel, expenses, and administrative activities to support accurate reporting and compliance.
Communicate clearly and professionally in all interactions, ensuring detailed and proactive updates to stakeholders.