Administrative Assistant

diasorinsp•Austin, TX

16d•Onsite

About The Position

The Administrative Assistant role will provide high-level administrative support for the Executive team. They are expected to routinely exercise sound, and where appropriate, independent judgment related to certain scheduling matters. The position will also assist in drafting and reviewing both internal and external communications for their Executive team. This position will be the first point of contact for employees, visitors, and stakeholders, ensuring a professional and welcoming experience. This role is critical in maintaining office efficiency and supporting business operations through administrative and clerical responsibilities. This role will handle a variety of tasks, from coordinating meetings and managing correspondence to assisting with travel arrangements and office logistics. This position will also serve as backup to the Administrative Assistant / Receptionist role. The ideal candidate is a proactive and highly organized professional with strong communication skills and a customer-focused mindset. The incumbent will exercise discretion to effectively manage the administrative components and work closely with the Sr. Executive Assistant to the President. The role requires the exercise of discretion, confidentiality and independent judgment in matters.

Requirements

High school graduate or GED equivalent
At least 8 years prior experience as an Administrative Assistant and 5 years supporting of Corporate Executives experience preferred
Experience working independently in a fast-paced environment with rapidly changing priorities
Learning on the Fly—learns quickly/open to change
Organizational Agility—knows how to go through the proper channels to get things done
Peer Relationship—cooperative, team player, trusted and supported by peers
Planning—sets specific goals and objectives, ability to plan for the length and difficulty of assignments, ability to break down projects into specific tasks/steps
Priority Setting—focuses on what is most important
Written Communications—effectively communicates in writing
Business professional writing and verbal communication skills
The ability to prioritize multiple projects and work under a tight schedule
Proficiency in Microsoft Office, including MS Outlook, Word, PowerPoint and Excel
Must work onsite at Luminex office at least 90-100% of the time
Flexibility in work schedule
Ability to handle pressure of meeting tight deadlines
Frequent work in high stress environment in direct contact with others
Lifting/Use of Strength is Sedentary (up to 10 pounds)
Climbing on the job is required: Occasionally--Up to 33% of the time
Kneeling on the job is required: Occasionally--Up to 33% of the time
Reaching on the job is required: Occasionally--Up to 33% of the time
Stooping on the job is required: Occasionally--Up to 33% of the time
Vision (Color) on the job is required: Occasionally--Up to 33% of the time

Responsibilities

Anticipating needs of the Executive team they support regarding tasks, scheduling, making travel arrangements, coordinating domestic and international flights, accommodations and other itinerary specifics
Coordinates meetings, reserves conference rooms, prioritizes functions and appointments, ensuring that meetings are carried out seamlessly
Drafting of communications, letters, press releases and other forms of communication
Use of independent business and administrative judgment in key areas to support the team
General administrative duties such as planning events, distributing information, drafting agendas and executing executive-level documents
Using independent judgment in preparing reports and correspondence
Exhibiting professional demeanor and appropriate representation of Executive department is critical
Coordinating travel and maintaining the team’s calendars
Professional interaction with Executives and staff
Confidentiality and discretion in handling sensitive information
Anticipating needs of functional VP regarding tasks and scheduling
General administrative duties, including, answering phones and executing executive documents
Professional demeanor and appropriate representation of department critical
Entering purchase requisitions / purchase orders into the system for the team
Coordinating catering lunches as needed