Administrative Assistant


Houston, TX

Job Title: Administrative Assistant

Schedule: 5/2 (Mon-Fri)

Location: Houston, TX



The main function of an Administrative Assistant/Executive Assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical Administrative Assistant acts as information and communication managers for an office.


Job Responsibilities:

  • Maintain records management systems
  • Perform basic bookkeeping work
  • Prepare invoices/reports/memos/letters/financial statements
  • File and retrieve corporate documents/records/reports.
  • Read and analyze incoming memos/submissions/and reports to determine their significance and plan their distribution
  • Prepare agendas and make arrangements for committee, board and other meetings

Office Management:

  • Coordinate employee / contractor onboarding and offboarding to support project supervisors
  • Update onboarding and offboarding documentation – templates, procedures, presentations, etc.
  • Maintain project office plan, coordinate office moves (including coordination with facility and contractor’s offices) – office furniture, computer equipment, ergo equipment, etc.
  • Support large meeting / workshop organization including room booking, facility support, catering, etc.
  • Maintain project’s Business Continuity Plan and share with Project Leadership Team
  • Owner of Ballymore purchase card for miscellaneous purchases; manage statements and processing
  • Manage office supplies, including coordination with facility to ensure café, medical, and office supplies are stocked, special order supplies (align with compliance office procedures)
  • Floor warden for project floor
  • Facilitate project IT equipment requests between project and business unit IT support

Business Administration:

  • Plan and coordinate project teambuilding events, special events, town halls, etc.
  • Maintain project organization chart, email distribution lists, and project roster
  • Manage access to project’s Workplace site
  • Collaborate with other business unit OA’s to align administrative documents and procedures
  • Maintain current administrative documents and procedures on project SharePoint site
  • Serve as back-up for other business unit administrative support
  • Subject matter expert to prepare and format formal documents and presentations


Required Qualifications:

  • 2+ years’ experience required
  • Experience working with executives highly preferred.

Required Skills:

  • Verbal and written communication skills
  • Multi-tasking
  • Customer service skills and interpersonal skills
  • Ability to work independently and time management
  • Ability to keep information organized and confidential
  • Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint


  • High school diploma or GED required