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Administrative Assistant

The Midtown Group

Austin, TX

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Artificial Intelligence (AI), Audiovisual, Automation, Business Administration, Calendar Management, Communication Skills, Conferences, Customer Relations, Customer Support/Service, Establish Priorities, Event Management, Expense Reports, Finance, Financial Administration, Financial Regulations, Fortune 500 Customers, Healthcare, Healthcare Quality, High School Diploma, Interpersonal Skills, Leadership, Lobbying, Local Government, Mail Processing, Microsoft Office, Microsoft Outlook, Microsoft Product Family, Microsoft SharePoint, Multitasking, Nonprofit, Office Equipment, Order Supplies, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Professional License, Purchasing/Procurement, Resource Management, State Government, Strategic Planning, Team Player, Time Management, Travel Planning, Willing to Travel, Writing Skills
LOCATION
Austin, TX
POSTED
Today
Job Title: Administrative Assistant (Health Division) - Senior Level (Temp/Hybrid)

Location: Hybrid-on-site 3 days per week

Join Our Mission-Driven Team:
Our Health Division is dedicated to transforming healthcare access and quality for nearly 750,000 Texas active and retired educators. As part of a passionate, innovative team, you'll play a pivotal role in supporting groundbreaking healthcare initiatives that impact 1 in 41 Texans. If you're motivated by service, problem-solving, and continuous learning, this is your chance to make a meaningful difference and grow your career in a collaborative environment.

Position Overview:
We are seeking a highly organized and proactive Senior Administrative Assistant to provide exceptional administrative support within our Health Division. This role requires a quick learner with sharp critical thinking skills, capable of managing multiple priorities in a fast-paced setting. The successful candidate will serve as a key point of contact, coordinate complex schedules and events, and support strategic initiatives that enhance operational efficiency and stakeholder engagement.

Key Responsibilities:

  • Calendar & Event Coordination (45%)
    Respond promptly to scheduling requests from internal and external partners. Organize and support meetings, conferences, and cultural events, including coordinating venues, AV/IT needs, and preparing agendas and materials. Manage the calendar for Health Division leadership, ensuring seamless scheduling and prioritization. Exercise independence in decision-making to optimize time and resource allocation.
  • Administrative Support (40%)
    Provide comprehensive administrative assistance, including travel arrangements, expense reports, and procurement of office supplies. Maintain and update digital records in compliance with organizational records retention policies, including SharePoint permissions. Draft and review correspondence from senior leadership and assist in preparing high-level reports and presentations.
  • Process Improvement & Technology Integration (5%)
    Identify opportunities to streamline workflows by leveraging Microsoft 365 tools like Power Automate, Power Apps, SharePoint, and AI integrations. Evaluate and refine administrative processes to maximize efficiency, accuracy, and employee experience.
  • General Office Operations (10%)
    Perform daily office tasks-ordering supplies, maintaining shared spaces, greeting visitors, and supporting special projects. Ensure a professional, organized, and welcoming office environment.
Qualifications & Skills:

Education:
  • High school diploma or GED required
  • Bachelors Degree in Business Administration or related field preferred
Experience:
  • Minimum 5 years of progressively responsible administrative experience, ideally supporting senior management or in healthcare/finance settings
  • Experience managing executive calendars and coordinating complex schedules
Technical Skills:
  • Proficiency in Microsoft Office Suite (Outlook, SharePoint, OneNote, Forms, Power Automate, Planner)
  • Familiarity with AI tools (e.g., CoPilot, ChatGPT, Claude, Gemini) is a plus
Knowledge & Abilities:
  • Strong organizational, prioritization, and time management skills in high-volume environments
  • Excellent written and verbal communication abilities
  • Discretion and confidentiality handling sensitive information
  • Ability to independently analyze situations and make sound decisions
  • Tech-savvy with a passion for utilizing new digital tools to improve workflows
  • Exceptional interpersonal skills, fostering positive relationships across all organizational levels
Minimum Requirements:
  • High school diploma or GED
  • 5+ years of relevant administrative experience
  • No professional licensure required
Preferred Qualifications:
  • Bachelor's degree in Business Administration or related field
  • Proven experience with healthcare or financial administrative functions
  • Advanced Microsoft 365 and AI tool expertise
Work Environment & Conditions:
  • Hybrid work model with on-site presence 3 days per week
  • May require occasional travel for conferences, training, or meetings
  • Ability to operate standard office equipment and navigate workspaces safely
  • Capable of working under tight deadlines, in team settings, and in customer-facing roles
What We Offer:
  • A dynamic environment where innovation and continuous learning are encouraged
  • Opportunities for career growth and professional development
  • A collaborative, supportive team dedicated to impactful work in healthcare reform
  • Competitive benefits package and flexible work arrangements

Ready to Make a Difference?
If you're a proactive professional with a passion for quality support services and process automation, we want to hear from you. Join us in shaping the future of healthcare for Texas educators-apply today!

Note: This role is classified as a Senior level, with responsibilities spanning administrative support, event planning, process improvement, and strategic collaboration. The position offers opportunities for professional growth within a mission-driven organization committed to excellence.

The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are a small, woman-owned business certified by the Women's Business Enterprise National Council (WBENC). Operating from our headquarters in Washington, DC, we provide trusted staffing services nationwide. Our clients include thousands of the most prestigious Fortune 500 companies, law firms, financial organizations, tech innovators, non-profits, and lobbying firms, as well as federal, state and local government agencies.

About the Company

T

The Midtown Group

The Midtown Group is a certified small, woman-owned business that provides temporary staffing and professional services across 17 states. Over the past 29 years, Midtown has evolved from a staffing firm to an elite organization capable of providing full service solutions. We pride ourselves on meeting and exceeding the needs of our clients and candidates in an ever-changing market. Currently, we manage more than 500 candidates and more than 76 clients across the nation. Midtown currently has offices in Washington, DC and California. We offer clients agile and responsive staffing solutions with contract support personnel ready to start immediately. Bullhorn, our robust and customized candidate database, has qualified candidates fitting any profile needed for our team to easily source top talent. We pride ourselves on the “Love What You Do” experience. Because our success hinges on the success of our candidates, we are dedicated to finding people who are passionate about what they do.

Highlights of our services include: - Response time as low as 30 minutes to confirm receipt of job orders - Our coordinators answer our phones live—no waiting for menus or voicemails during business hours - Clients verify that we get the right candidates who fit- 95% of candidates retained through project completion - 24x7 access to Account Executives. Midtown’s recruiters have an average of 8.5 years in the staffing industry and an average of 5 years working at Midtown. We are proud of our high retention rate and work hard to keep our employees motivated and satisfied by offering incentive programs and company culture-focused programming. We are recognized as one of the best staffing firms in DC, as well as a perennial winner of the “Best Places to Work” award by the Washingtonian and the Washington Business Journal. In addition, Inc. Magazine considers Midtown to be one of the 5,000 fastest growing companies in the U.S.

COMPANY SIZE
20 to 49 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
1989
WEBSITE
https://themidtowngroup.com/

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