Overview
The Administrative Assistant Contractor provides administrative and organizational support for a fast-paced team of approximately 60 employees. This position is responsible for calendar management, meeting coordination, employee onboarding, office support, and employee engagement activities. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while providing professional support to managers and team members.
Responsibilities
- Manage complex calendars for 3–5 managers.
- Schedule, coordinate, and reschedule meetings across multiple teams and time zones.
- Resolve scheduling conflicts and coordinate recurring meetings, staff meetings, and leadership sessions.
- Reserve conference rooms and coordinate meeting logistics, room setup, and catering.
- Support the daily administrative needs of approximately 60 employees.
- Maintain distribution lists, email aliases, user groups, contact lists, and organizational records.
- Order office supplies and submit maintenance requests.
- Coordinate new-hire onboarding and first-day logistics.
- Provide new hires with arrival instructions, facility information, team introductions, and office tours.
- Organize employee birthdays, recognition activities, team meals, and morale-building events.
- Coordinate team-building activities, offsite meetings, holiday events, volunteer activities, and employee appreciation initiatives.
- Provide general administrative support to managers and team members.
- Track action items and assist with follow-up communications.
- Retrieve, compile, and report information requested by managers.
- Identify opportunities to improve administrative processes and team efficiency.
Qualifications
- Experience managing multiple calendars and scheduling priorities.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities with minimal supervision.
- Professional demeanor and strong customer-service skills.
- Experience supporting multiple managers or senior leaders preferred.
- Experience coordinating meetings, events, or employee engagement activities preferred.
- Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint preferred.
- Familiarity with distribution lists, shared mailboxes, and collaboration tools preferred.
- Strong problem-solving, communication, organization, adaptability, and prioritization skills.
- Ability to work full-time and on-site in Spring, Texas.
- Ability to meet all job requirements.
