Administrative Assistant (Director-Level Support)

Location: Venus, TX
Schedule: Monday–Friday, 7:00 AM – 3:30 PM
Work Arrangement: 100% Onsite
Employment Type: Contract
Duration: 6 Months with Potential Extension

Overview

We are seeking a highly organized, proactive, and professional Administrative Assistant to provide dedicated support to senior leadership within a fast-paced operations environment. This role will serve as a key partner in managing daily administrative activities, coordinating schedules, arranging travel, and supporting multiple business functions to ensure smooth and efficient operations.

The ideal candidate is detail-oriented, adaptable, and experienced in supporting Director-level or executive leadership. This position requires exceptional organizational skills, strong communication abilities, and the discretion to handle confidential information while managing competing priorities.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars, schedule meetings, and coordinate appointments for senior leadership.
• Collaborate with administrative professionals and stakeholders across the organization to coordinate schedules and business activities.
• Anticipate scheduling conflicts and proactively identify solutions to ensure efficient use of leadership time.
• Prepare meeting agendas, materials, presentations, and follow-up documentation as needed.

Travel & Expense Management

• Coordinate travel arrangements, including flights, hotels, transportation, conferences, and site visits.
• Prepare and submit expense reports accurately and on time.
• Track travel logistics and provide administrative support related to business travel activities.

Business Operations Support

• Provide administrative support across multiple departments and business functions.
• Assist with document management, reporting, correspondence, and other operational tasks.
• Maintain organized records and ensure timely completion of administrative deliverables.
• Support internal communications and facilitate coordination between teams.

Stakeholder Coordination

• Serve as a liaison between leadership and internal/external stakeholders.
• Communicate professionally with employees, vendors, and business partners.
• Assist with coordinating meetings, events, and special projects.
• Maintain confidentiality and professionalism when handling sensitive information.

Qualifications

Required

• 5+ years of administrative support experience, preferably supporting Director-level or executive leadership.
• Strong calendar management and scheduling experience.
• Experience coordinating travel and managing expense reports.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including:
  • Outlook
  • Excel
  • Word
  • PowerPoint
• Ability to work independently and adapt to changing priorities in a fast-paced environment.

Preferred

• Experience supporting leadership within supply chain, operations, manufacturing, logistics, utilities, or corporate environments.
• Familiarity with enterprise scheduling, travel, or expense management systems.
• Experience working within large, matrixed organizations.
• Proven ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.

Work Environment

• Fully onsite position based in Venus, TX.
• Fast-paced, collaborative operations environment.
• Frequent interaction with leadership, business partners, and cross-functional teams.
• Opportunity for contract extension based on performance and business needs.

Ideal Backgrounds

Candidates may come from roles such as:

• Administrative Assistant
• Executive Assistant
• Senior Administrative Assistant
• Operations Coordinator
• Office Manager
• Executive Coordinator
• Administrative Coordinator
• Project Administrator
• Business Support Specialist

This role is ideal for an experienced administrative professional who enjoys supporting leadership, staying organized, managing multiple priorities, and helping teams operate efficiently.