Senior Administrative Assistant

Elbit America • Westlake, TX

1d

About The Position

The Senior Administrative Assistant/ Front Desk Receptionist is a dual-role position responsible for providing high – level administrative support to executives while also serving as the first point of contact for visitors and callers at the front desk. This position supports the operational efficiency of a department or business unit, while independently managing a broad range of administrative processes, coordinating activities across teams, and serving as a key point of contact for internal and external stakeholders. The role requires advanced organizational and technical skills, sound judgement, and a proactive approach to problem-solving within the scope of business operations.

Requirements

• Associate’s or Bachelor’s degree preferred; equivalent relevant experience considered.
• 4–6 years of progressively responsible administrative experience
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and collaboration tools (e.g., Teams, SharePoint).
• Experience with document management and basic financial tracking systems.
• Strong organizational and prioritization skills.
• High attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Discretion and demonstrated ability to handle confidential information.
• Proactive, adaptable, and solutions-oriented mindset.
• Ability to work independently and collaboratively within cross-functional teams.
• Customer service focus and ability to build strong working relationships.

Responsibilities

• Greet and assist visitors in a professional, welcoming manner.
• Answer and direct incoming phone calls using a multi-line phone system.
• Manage incoming and outgoing mail and deliveries.
• Maintain the cleanliness and organization of the front desk and lobby area.
• Monitor visitor access and issue visitor badges in accordance with security procedures.
• Manage meeting room bookings and coordinate office supplies and maintenance requests.
• Serve as a point of contact for general inquiries.
• Ordering and stocking supplies
• Organize and coordinate department-wide meetings, events, and training sessions, including scheduling, logistics, and materials preparation.
• Serve as primary contact for general departmental inquiries and act as liaison with other business units and external vendors.
• Support onboarding and offboarding processes for departmental staff, including coordination with IT and HR.
• Prepare, edit, and format a variety of documents and reports.
• Maintain accurate records, manage shared drives, and ensure compliance with data privacy and retention policies.
• Track departmental budgets, process invoices, and reconcile expense reports.
• Identify, recommend, and implement improvements to administrative processes, workflows, and systems to enhance efficiency.
• Assist with the coordination and execution of departmental projects, including tracking deliverables and communicating timelines.
• Gather, compile, and analyze data for routine and ad hoc reporting needs.
• Provide scheduling, travel support, and general administrative assistance support to 2 or more executive positions.
• Coordinate supply orders, equipment requests, and facility maintenance as needed.
• Ensure administrative practices are in line with company policies, industry best practices, and regulatory requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree