Administrative Assistant

Our client is looking for a detail-oriented and proactive Administrative Assistant to join their team. As a key member of the office, you will be the first point of contact for visitors, manage incoming calls, and coordinate client schedules. In this role, you'll provide essential support by handling daily administrative tasks, ensuring the smooth operation of the firm. Additional responsibilities may include assisting firm officers with personal tasks as needed. This is a full-time, on-site position based in Houston, TX.

This opportunity is initially offered as a temp-to-hire position, with the potential for a full-time offer after a 90-day evaluation period. The decision to transition to a permanent role will be based on performance, demonstrated commitment, and alignment with the company’s values and expectations.

Responsibilities

• Facilitate overall office and client experience by maintaining professional environment (manage office supplies, coordinate building maintenance, and preserve office appearance).
• Greets clients and visitors, offering a beverage upon arrival, and validates their parking upon departure.
• Phone system coordination: Answer and transfer incoming calls and set up company voicemails for office closures.
• Heavy calendar management:
• Schedules client meetings and ensures all company meetings and events are posted on calendar.
• Retrieve and distribute incoming mail daily, and prepare outgoing mail.
• Scan and file electronic documents, and update various tracking logs and reports as needed.
• Assist with technology needs, ensuring all technology is working properly. Troubleshoots with IT vendors when issues arise.
• Send out client and employee gifts.
• Accounts payable.
• Coordinate planning and logistics for onsite meetings and company events.
• Provides support for new employee onboarding, including sending out new employee paperwork, technology and systems set up, and ensuring everything is set up for first day.
• Develops and maintains written internal operations processes and procedures.
• Personal assistant tasks may include: scheduling on personal calendar, organizing travel arrangements and itineraries, or running errands.

Qualifications

• Availability to work in-office during business hours (Monday-Friday).
• Must be able to plan PTO around important company meetings.
• Bachelor’s Degree is highly preferred.
• Minimum of 3 years administrative experience in a professional office environment.
• Experience managing multiple calendars.
• Technology savvy, proficient in Microsoft Office Suite (Outlook, Word, Excel, MS Teams)
• Excellent written and verbal communication skills.
• Attention to detail with excellent organizational and time management skills.
• Resourceful and proactive work style with strong sense of ownership and follow through.
• Ability to prioritize, multi-task, and bring timely resolution to issues.
• Positive, can-do attitude and approachable manor.
• Confident, poised and professional in appearance.

Temp-to-Hire Rate: $22-$26/hour

Direct Hire: $45,000 - $55,000 (DOE), plus 10-15% discretionary performance bonus

Hours: Monday – Friday, 8am – 5pm