Executive Assistant / Office Administrator

Facility Innovations Group•Austin, TX

5d•Onsite

About The Position

We are seeking an organized, discreet Executive Assistant / Office Administrator to keep the Austin, Texas office running and provide direct support to the CEO. This hands-on, in-office, part-time hourly role covers executive scheduling and travel, meetings and correspondence, and office operations. The position also handles receipts, mail, crew lodging, company-vehicle readiness, and vendor setup. The role supports a growing energy company expanding into solar projects across Texas, Arizona, and beyond.

Requirements

At least three years of experience as an executive assistant, office administrator, or office manager.
Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive.
Daily hands-on use of AI tools such as Claude or Microsoft Copilot to draft, summarize, schedule, and automate routine work, and ability to learn new AI tools as adopted by the company.
Excellent written and verbal communication skills and strong attention to detail and proofreading skills.
Ability to balance an executive's priorities with a team's day-to-day requests, meet deadlines, and work independently with minimal supervision.
Demonstrated discretion with confidential information.
High school diploma or equivalent.
Valid driver's license, clean driving record, and ability to pass a background check.

Nice To Haves

Construction, engineering, or field-services experience preferred.
Experience with DocuSign or Procore.
Associate or bachelor's degree preferred.

Responsibilities

Manage the CEO's calendar, schedule and confirm meetings, resolve conflicts, protect time for priorities, and provide scheduling support to the Austin office team as needed.
Book and manage flights, lodging, and rental cars; prepare itineraries; and reconcile travel expenses.
Prepare agendas, take and distribute meeting minutes, and track action items through completion for leadership and quarterly meetings.
Draft, proofread, and format correspondence, memos, and presentations; screen and route calls, email, and visitors; and handle confidential legal, financial, and client matters discreetly.
Serve as the Austin office's first point of contact by greeting visitors, managing deliveries, ordering supplies, managing office-service vendors, and coordinating lunches, events, mail, shipping, and IT support tickets.
Maintain filing systems, document retention, and shared SharePoint and OneDrive folders.
Collect, organize, and file company-purchase and credit-card receipts, match them to statements, and submit organized packets to Accounting on the monthly close schedule.
Manage the office mailbox and P.O. box daily; log checks and time-sensitive notices and route them the same day; and prepare outgoing mail, courier packages, and certified mailings.
Book and manage crew houses and short-term lodging for field crews.
Keep the company vehicle clean, fueled, serviced, and ready; coordinate equipment and truck rental quotes and returns at the Project Manager's request.
Collect W-9s and certificates of insurance from new vendors and subcontractors, confirm certificates meet requirements, and set up vendors with Accounting.
Maintain contact lists, org charts, the company calendar, templates, forms, and letterhead; coordinate company-wide announcements as directed.
Use company-approved AI tools daily to draft correspondence, summarize meetings, manage scheduling and travel, and automate routine administrative work, following company policy and keeping confidential data in approved systems.