Administrative Assistant

Veseris • Austin, TX

4d

About The Position

We are seeking an organized, proactive, and service-oriented Administrative Assistant to support the day-to-day operations of the corporate office and provide administrative support to company leadership and employees. The role coordinates office operations, meetings, events, travel, expenses, vendors, documents, and other administrative activities. The successful candidate is self-directed, resourceful, professional, approachable, detail-oriented, and able to manage changing priorities and varying workloads while taking initiative and following tasks through to completion.

Requirements

• Strong organizational, prioritization, and time-management skills.
• Ability to independently manage multiple assignments and follow through to completion.
• Self-directed, with the ability to take initiative without constant supervision.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Professional, approachable, and service-oriented demeanor.
• Ability to appropriately handle confidential and sensitive information.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to learn and work within company travel, expense, HR, and administrative systems.
• Ability to adapt to changing priorities and remain productive in a corporate environment with varying workloads and activity levels.

Nice To Haves

• 3–5 years of administrative, corporate office, office coordination, or executive-support experience.
• Experience coordinating meetings, events, business travel, expenses, and vendors.

Responsibilities

• Serve as a primary point of contact for day-to-day corporate office needs and assist employees with routine office questions and requests.
• Keep the office organized, professional, welcoming, properly supplied, and ready for employees, leadership, and visitors.
• Manage office, kitchen, breakroom, and general supply inventory and replenishment.
• Coordinate facilities, maintenance, repairs, building requests, property management, and outside service providers.
• Maintain conference rooms, common areas, and shared office spaces; coordinate catering, food deliveries, and office hospitality.
• Maintain office records, vendor contacts, administrative resources, shared information, and track office-related requests through resolution.
• Identify and address office and administrative needs, and improve office organization, efficiency, and the employee and visitor experience.
• Support workspace preparation and administrative needs for new employees and office visitors.
• Coordinate logistics for corporate meetings, employee events, leadership meetings, and other company activities.
• Reserve meeting spaces; coordinate room setup, catering, materials, supplies, invitations, and RSVPs; and prepare meeting materials.
• Assist with employee recognition, engagement activities, celebrations, and corporate events, including coordination of awards, gifts, and event materials.
• Maintain event timelines and checklists to ensure details are completed accurately and on time.
• Coordinate appointments, meetings, conference calls, and routine calendar requests; schedule meetings involving multiple participants and resolve routine conflicts.
• Prepare agendas, presentations, correspondence, reports, spreadsheets, and supporting materials.
• Maintain administrative trackers, templates, contact lists, records, and shared files; monitor deadlines and follow up on outstanding items.
• Provide administrative support to company leadership and other departments, identifying additional ways to help when primary responsibilities allow.
• Prepare and process expense reports, maintain receipts and supporting documentation, and follow up on missing information.
• Prepare, proofread, edit, and format business documents and assist with routine corporate and employee communications.
• Compile and organize information requested by leadership and other departments, and maintain organized electronic files and confidential administrative documentation.
• Assist with departmental projects and special assignments, and provide cross-department administrative coordination and follow-up.

Benefits

• Competitive base pay
• Comprehensive medical, dental, and vision insurance starting on day one
• 401(k) with company match
• Company-paid life insurance
• Company-paid short-term and long-term disability insurance
• Health Savings Account (HSA) with employer contribution for eligible plans
• Flexible Spending Accounts (FSA) for eligible plans
• Employee Assistance Program (EAP)
• Paid time off beginning on the first day, with 18 days accrued annually
• Paid company holidays
• One floating holiday each year
• Employee Referral Bonus Program
• Education Assistance/Reimbursement Program
• Career development and advancement opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed