Administrative Assistant - Fort Worth, TX

Administrative Assistant

Location:

On-site in Dallas Fort-Worth, TX

Schedule:

Monday - Friday 8am-5pm

Overview

The Administrative Assistant reports to the Executive Assistant and oversees daily office operations and provides critical administrative support to the Dallas Fort Worth location. This role serves as the operational backbone of the office, ensuring smooth day-to-day functions across facilities, scheduling, travel, and team support.

Supervisory Responsibilities

• None

Key Responsibilities

• Manage and optimize digital calendars to prevent conflicts as needed.
• Schedule internal and external appointments, conferences, and client presentations as needed.
• Reserve meeting rooms, organize catering, and distribute necessary agendas or prep materials ahead of time.
• Book flights, lodging, ground transportation, and vehicle rentals as requested.
• Draft detailed travel itineraries including confirmation codes and meeting locations.
• Collect receipts, match expenses to line items, and compile monthly expense reports using the SAP Concur Expense platform.
• Serve as the main point of contact for office vendors, building management, and cleaning crews.
• Manage the uniform program for field personnel. Review and submit Vestis and other vendor invoices to accounting.
• Track the local office operations budget and identify opportunities for cost savings.
• Monitor, order, and organize office stationery and printing supplies; allocate other office supplies as needed.
• Welcome visitors, field incoming phone inquiries, and sort incoming mail or courier packages. Ensure visitor agreements are signed and filed.
• Assist with prepping workstations for new hires and notify security for new hire and guest access badge setup.
• Support staff with assigned project-based duties and all other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent (GED) required.
• Minimum of 2 years of experience as an Office Manager, Administrative Assistant, Executive Assistant or other relevant experience.
• Working knowledge of digital productivity suites, including Microsoft 365.
• Excellent verbal and written communication skills with the ability to interface professionally with internal stakeholders and external clients.
• Superior multi-tasking and time-management skills with a proven ability to prioritize critical issues under minimal supervision.
• High level of integrity and emotional maturity when managing proprietary or confidential information.
• Team-oriented problem solver; self-motivated and positive.
• Ability to successfully complete the pre-employment process.

Preferred Qualifications

• Experience with SAP Concur for expense management
• Notary Public certification, or ability to obtain

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent sitting, standing, walking, reaching, typing, reading, talking, and hearing.
• Ability to lift up to 15 pounds with or without assistance.