Senior Administrative Assistant, IT

Enchanted Rock Management•Houston, TX

About The Position

The Senior Administrative Assistant provides high-level administrative and operational support to multiple senior leaders, including executive and department-level leadership. The role is a key organizational resource, handling calendar management, travel coordination, meeting logistics, expense reporting, document preparation, and other administrative and operational tasks. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage competing priorities in a fast-paced environment. Responsibilities include managing complex calendars, arranging domestic and international travel, preparing agendas and business documents, coordinating meetings and offsite events, tracking action items, screening communications, and assisting with budgeting, invoices, purchase requisitions, expenses, vendor setup, purchase orders, contracts, records, onboarding, team events, and reporting. The position also serves as a point of contact among leadership, employees, vendors, and external partners.

Requirements

At least 5 years of administrative, executive support, office management, or related experience.
Experience supporting multiple leaders simultaneously.
Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Strong calendar management and travel coordination experience.
Experience processing expenses, invoices, or basic bookkeeping activities.
Excellent written and verbal communication skills.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Professionalism and discretion with confidential information.
Strong attention to detail.
Ability to anticipate needs and solve problems proactively.
Excellent time management and prioritization skills.
Customer-service mindset and ability to work across all levels of the organization.
Ability to operate independently with minimal supervision.

Nice To Haves

Experience supporting VP, CIO, CTO, or other executive-level leaders.
Experience working in a manufacturing, energy, engineering, or technology environment.
Familiarity with ERP, accounting, or procurement systems.
Experience coordinating vendor relationships and purchase orders.

Responsibilities

Manage complex calendars for multiple leaders, schedule meetings, coordinate priorities, and resolve conflicts.
Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
Prepare meeting agendas, presentations, reports, and other business documents.
Organize and coordinate internal meetings, leadership meetings, and offsite events.
Track action items and follow up with stakeholders to ensure timely completion.
Screen and prioritize incoming communications and requests.
Assist with department budgeting, invoice processing, purchase requisitions, and expense reporting.
Support vendor setup, purchase orders, and contract administration activities.
Maintain records, files, and confidential business documents.
Coordinate onboarding logistics for new team members, including workspace, equipment, and scheduling.
Assist with planning team events, training sessions, and employee engagement activities.
Serve as a point of contact between leadership, employees, vendors, and external partners.
Process invoices and ensure timely submission for payment.
Reconcile corporate credit card expenses and travel-related expenditures.
Assist with tracking departmental budgets and spending.
Support month-end administrative activities and reporting.
Maintain accurate records of expenses, contracts, and vendor documentation.