Administrative Assistant - Austin USA

CarbonBetter • Austin, TX

3d

About The Position

We are seeking a highly organized and detail-oriented Administrative Assistant based in the United States to support the day-to-day administrative operations of both our Colombian and U.S. offices. This role is critical to ensuring smooth office operations, accurate administrative processes, and a positive employee experience across regions.
The ideal candidate is proactive, dependable, comfortable working with teams in multiple countries, and able to manage a wide range of administrative tasks with discretion and professionalism.

Requirements

• Strong organizational and time-management skills
• Excellent attention to detail
• Professional written and verbal communication skills in English and Spanish
• Ability to handle confidential information with discretion
• Comfort working with teams in different countries and time zones

Nice To Haves

• Speaking Spanish is a plus

Responsibilities

• Support daily administrative operations for the Colombia and U.S. offices
• Order and manage office supplies and snacks
• Coordinate with vendors and service providers as needed
• Maintain organized records, documentation, and shared files
• Prepare, submit, and track company leadership expense reports
• Coordinate with finance and accounting teams as needed
• Assist with onboarding new employees (documentation, system access, coordination with HR and IT)
• Support employee offboarding processes, including checklists, access removal, and documentation
• Serve as an administrative point of contact for employees during transitions
• Review deal confirmation emails for accuracy and completeness
• Flag discrepancies or missing information for follow-up
• Help maintain organized records of confirmations and related communications
• Support communication and coordination between Colombia- and U.S.-based teams
• Assist with scheduling, coordination, and administrative follow-ups across time zones
• Help plan and execute office engagement activities at the office and outside of the office
• Identify and run initiatives to support employee engagement such as Birthday celebrations

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees