Administrative Assistant

SPBS, INC•Flower Mound, TX

2h•Onsite

About The Position

Job 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. Essential Duties and 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.

Requirements

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

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.