Administrative Assistant - Fairfield, TX

TDIndustries•Houston, TX

6d•Onsite

About The Position

The Administrative Assistant provides high-level administrative support to departments or senior staff, ensuring seamless coordination of office activities and communications. This role prepares complex reports, presentations, agendas, and correspondence using advanced business software skills. Responsibilities include managing calendars, organizing meetings and events, arranging business travel, tracking expenses, and maintaining detailed records and filing systems. The Administrative Assistant III also serves as a key liaison by screening and directing calls, visitors, mail, and email while maintaining professionalism, confidentiality, and attention to detail.

Requirements

Minimum of a high school diploma or equivalent education
5-7 years of administrative or office management experience
Must have demonstrated proficiency with Microsoft Suite, such as Outlook, Word, PowerPoint, OneNote, Excel.
Strong communication skills, both written and oral.
Demonstrates initiative, positive attitude and strong work ethic.
Strong time management skills.

Responsibilities

Utilizes calendar management software to manage schedules of supervisors and leadership within the business unit.
Updates Partner information through the HRIS system and arranges team travel when necessary.
Prepares agendas and supporting meeting handouts.
Composes, formats, reviews and types routine correspondence including reports, letters, and memos.
Conducts research, compiles data, and prepares documents for consideration and presentation by executives, committees, and boards of directors.
Greets guests in a professional, friendly, hospitable manner and determines whether they should be given access to specific individuals.
Answers electronic communications and phone calls, and directs calls to appropriate parties or takes messages.
Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
Puts together files for business documents for each assigned project. May assist with bid proposal books for sales and estimating. Obtains plans & specifications for jobs as requested. May assists with completing project closeout documents including O&M.
Performs general office duties such as maintaining inventory and ordering supplies, maintaining records and files, and keeping supply closets and common areas clean and organized. Provides overall administrative support for the team.
Prepares, codes and processes invoices and expense reports, letters and other documents using word processing, spreadsheet, database, or presentation software.
Assists in the reconciliation of budget statements and budget creation.
Assist with petty cash activity. Completes Business Unit monthly reports for business unit review.
Files and retrieves documents, records, and reports.
Processes documents to update and maintain files and records; i.e. phone and address lists, distribution lists, etc.
Provides support for Partner licensing renewals, reminders of employee training and assists with mobile device issues.