Administrative Assistant - Part time

We are looking for a motivated and skilled Administrative Assistant (Part-time) to join our team. We seek dedicated individuals who are passionate about innovation and can effectively multitask in a fast-paced environment. Our goal is to support your growth and help you pursue what inspires you, so we can create a significant impact together. This role requires strong interpersonal, communication, and organizational skills, as well as the ability to work independently. The ideal candidate must be able to manage multiple tasks simultaneously and coordinate efforts across different regions.

You will perform a wide variety of administrative and support services. You will be accountable for processing invoices, scheduling meetings, maintaining meeting minutes, and maintaining calendars and travel itineraries. You will also assist the team with the maintenance of databases and the tracking and preparation of reports, budgets, and financials. Your strong organizational skills and ability to communicate with staff at all levels, both orally and in writing, will help us meet our clients' objectives. 

Responsibilities:

• Manage calendars and scheduling, including coordinating meetings, conference calls, and appointments across multiple time zones.
• Handle incoming and outgoing office correspondence, including emails, phone calls, and mail, ensuring professional communication and timely responses.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries, ensuring cost efficiency and adherence to company policies.
• Maintain organized filing systems for both digital and physical documents to ensure easy retrieval and compliance with company standards.
• Prepare, take, and distribute accurate meeting minutes, tracking action items and following up as needed to support timely execution.
• Monitor, order, and manage office supplies and inventory, ensuring adequate stock levels and coordinating with vendors when necessary.
• Provide general administrative support to the team, including document preparation, data entry, expense tracking, and ad hoc administrative tasks as required.

QUALIFICATIONS

Required qualifications:

• Bachelor's degree or equivalent from a well-reputed university.
• 3+ years of progressive administrative experience, preferably in a professional service or client-facing environment.
• Advanced computer skills in MS Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Demonstrated competencies in communication, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem-solving, attention to detail, and teamwork.
• Excellent interpersonal skills, strong coordination experience, and the ability to work effectively with all levels of internal management and staff, as well as external clients and suppliers.
• Proven experience developing reports and presentations for different audiences.
• Prior experience in client-facing roles, with the ability to represent the organization professionally and confidently.

Preferred qualifications:

• Experience in engineering, construction, technology, or a related professional services organization is highly preferred.
• Experience working closely with executives, as well as government and public officials.

POSITION DETAILS:

• Location (office-based): Allen, Texas
• Position: Administrative Assistant
• Position Classification: Part-time hourly position, 8 hours per week, scheduled over 2 days or in a single day
• Current work permit required. This position does not offer sponsorship for employment (e.g., H-1B visa sponsorship or transfer not offered)

PRODUCTIVITY TOOLS:

• Microsoft Office
• Microsoft 365