Executive Assistant / Office Administrator

Facility Innovations Group•Austin, TX

7d•$20 - $30•Onsite

About The Position

The Executive Assistant / Office Administrator reports to the General Manager and keeps FacilityIG’s Austin office running. The role provides direct executive support to the CEO and administrative support to the Austin office team, including calendars, travel, meetings, correspondence, and office operations, as well as receipt management, mail handling, crew lodging, company-vehicle readiness, and vendor setup. This is a hands-on, on-site position requiring discretion, strong follow-through, and the ability to prioritize the CEO’s needs alongside office-team requests. The position is part-time, hourly, and non-exempt, with a schedule of 20 hours per week on weekdays. The role has no direct reports. Day-to-day direction and performance management come from the General Manager, while the CEO sets executive-support priorities. Spending authority is limited to office and supply purchases up to $500 per transaction within approved budgets and crew lodging bookings up to $2,500 per transaction within the project lodging budget; amounts above those limits require General Manager approval. The role has no invoice, payment, or purchase-order authority. Occasional local errands require a valid driver’s license and reliable transportation, with mileage reimbursed according to policy. All hours must be recorded in the company timekeeping system, and overtime requires prior approval. Employment with FacilityIG is at-will. Responsibilities may change as business needs require. FacilityIG is an equal opportunity employer and will provide reasonable accommodations to qualified individuals with disabilities in accordance with the ADA.

Requirements

Three or more 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.
Excellent written and verbal communication skills, 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 in handling confidential information.
High school diploma or equivalent.
Valid driver’s license, clean driving record, and ability to pass a background check.

Nice To Haves

Experience in construction, engineering, or field services.
Experience with DocuSign or Procore.
Associate or bachelor’s degree.

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 travel for the CEO and Austin office team, prepare itineraries, and reconcile travel expenses in accordance with the Expense Policy.
Prepare agendas, record and distribute meeting minutes, and track leadership and quarterly meeting action items to completion.
Draft, proofread, and format correspondence, memos, and presentations for the CEO and office team.
Screen and route calls, email, and visitors; respond to routine requests and escalate other matters.
Handle confidential legal, financial, and client matters with discretion.
Serve as the Austin office’s first point of contact; greet visitors, manage deliveries, and maintain a professional, safe, and organized workspace.
Order and track office supplies, kitchen supplies, and equipment within approved budgets, and manage vendors providing office services.
Maintain filing systems, document retention, and shared SharePoint and OneDrive folders in accordance with company policy.
Coordinate office logistics, including lunches, team events, conference-room scheduling, mail, shipping, and notary or courier needs.
Maintain the office equipment inventory and coordinate IT support tickets with the IT provider.
Collect, organize, and file receipts for company purchases and credit-card charges; match receipts to statements and follow up with cardholders about missing receipts.
Submit organized receipt packets to Accounting according to the monthly close schedule.
Manage the office mailbox and P.O. box by collecting, opening, sorting, scanning, and routing incoming mail daily; log checks and time-sensitive notices and deliver them to Accounting or the General Manager the same day.
Prepare outgoing mail, courier packages, and certified mailings, and maintain postage and shipping supplies.
Book and manage crew houses and short-term field-crew lodging; liaise with hosts and track check-in and check-out dates, house rules, damage, and monthly costs.
Keep the company vehicle clean, fueled, serviced, and ready; schedule maintenance and track the vehicle’s registration and insurance cards.
Coordinate equipment and truck rentals at the Project Manager’s request by gathering quotes, confirming pickup and return dates, and tracking rental periods and returns. The Project Manager owns the rental and its approval.
Collect W-9s and certificates of insurance from new vendors and subcontractors, confirm certificates meet company requirements, and track expirations.
Set up new vendors with Accounting and maintain the vendor compliance file.
Maintain contact lists, org charts, and the company calendar.
Coordinate company-wide announcements and employee communications as directed.
Keep standard templates, forms, and letterhead current and brand-correct.