Administrative Assistant: III

Title: Administrative Assistant: III

Location: Houston, TX

Duration: Contract

Bill Rate: $28.00-$31.00 per hour
Work Requirements: US Citizen, GC Holders or Authorized to Work in the U.S.

Job Summary:
The Administrative Assistant serves as a critical extension of the General Services function, supporting day-to-day operations that enable a secure, efficient, and highly coordinated workplace environment. This role goes beyond traditional administrative support by driving execution across events, expense and travel coordination, vendor engagement, and internal service delivery.

The position plays a key role in maintaining operational discipline, ensuring alignment with company policies, and supporting cross-functional collaboration across departments including Finance, HR, IT, Security, and Facilities. The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, high-visibility environment.

This role reports to the General Services Manager and operates within a centralized administrative support model.

Essential Duties / Functions

1. Office Administration and Admin Support
o Maintain a highly organized and professional office environment aligned with company standards and expectations.
o Serve as a central point of coordination for administrative requests, ensuring timely and accurate responses.
o Draft, format, and manage professional communications, reports, presentations, and tracking tools with a high degree of accuracy and polish.
o Support calendar coordination and meeting logistics, including room reservations, materials preparation, and stakeholder alignment.
o Assist with document management and recordkeeping in alignment with internal governance practices.
o Support intake and tracking of requests through established tools (e.g., shared mailboxes, forms, ticketing systems).

2. Event and Meeting Coordination (End-to-End Execution)
o Plan and execute internal meetings and events from intake through closeout, including logistics, catering, room setup, and communications.
o Coordinate with vendors and internal stakeholders to ensure seamless delivery and alignment with expectations.
o Manage event budgets, approvals, and financial tracking.
o Support consistent execution across locations and ensure adherence to company standards.
o Capture lessons learned and feedback to continuously improve event delivery.

3. Travel Coordination and Support
o Coordinate domestic and international travel arrangements, ensuring alignment with company policies and cost controls.
o Support travel approvals, itinerary management, and troubleshooting.
o Assist with post-travel expense reconciliation and documentation.

4. Expense, Procurement and Financial Coordination
o Prepare and submit expense reports in compliance with company policies (AmEx, Concur, SAP), ensuring accuracy and proper documentation.
o Track and monitor expenses against budgets, WBS elements, and cost centers.
o Support procurement processes, including requisition creation, vendor coordination, and invoice tracking.
o Coordinate with Finance to ensure timely and accurate vendor payments and resolve discrepancies.
o Maintain organized records of receipts, invoices, and supporting documentation for audit readiness.

5. Vendor and Stakeholder Coordination
o Serve as a liaison between internal teams and external vendors, ensuring clear communication and accountability.
o Maintain awareness of active vendors, services, and points of contact.
o Support vendor onboarding documentation and coordination as needed.

6. Risk Awareness and Operational Controls
o Maintain a high level of awareness around company procedures, security practices, and fraud risks.
o Ensure adherence to internal processes related to access, approvals, and financial controls.
o Escalate issues, inconsistencies, or risks as appropriate.

7. Special Projects and Continuous Improvement
o Support General Services initiatives, including process improvements, reporting enhancements, and operational efficiencies.
o Assist in developing tools, templates, and tracking mechanisms to improve team effectiveness.
o Contribute to a culture of continuous…