Administrative & Executive Assistant

*** This is a primarily in-office position based in Carrollton, TX ***

Location
: 3440 Sojourn Drive, Suite 230, Carrollton, TX 75006

Schedule
: 32 hours per week to start, with the potential to grow to 40 hours/week

Pay
: $22 to $27 per hour, depending on experience

Work Arrangement
:
Primarily in-office. Four days per week in the office, with one flexible work-from-home day

Reports To
:
Executive Office Manager

ARS is looking for an organized, detail-oriented, and proactive Administrative Assistant to provide direct support to our President and help keep our Carrollton office running smoothly. This role is approximately 50% executive support, including email, calendar, travel, and document management, and 50% general office support for our team of approximately 45 employees.

We are looking for someone who takes initiative, manages multiple priorities, and anticipates needs while maintaining a friendly, professional attitude and handling confidential information with discretion. The ideal candidate is comfortable working with everyone from field crews to the leadership team, and once trained, you take ownership of your work without needing step‑step direction.

3+ years of administrative, office, or executive support experience

Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)

Clear and professional phone and written communication skills

Ability to work in our Carrollton office four days per week

Experience supporting an executive's inbox and calendar

Experience booking business travel arrangements

Experience in an A/E/C or other professional services firm

Help the President manage email by organizing and monitoring the inbox, flagging items that need attention, drafting routine replies, and independently handling tasks to keep items off the to-do list

Manage the President's calendar, schedule meetings, resolve schedule conflicts, prepare agendas and materials ahead of meetings, and register for conferences and events

Book travel (flights, hotels, rental cars) for the President and other ARS employees, including using company travel rewards when appropriate

Capture receipts in our receipt system and assist with reconciling company card charges each month

Scan, organize, and maintain documents

Answer the main company phone line and greet office visitors

Order and track office, kitchen, and breakroom supplies, and keep the office stocked and organized, including snacks and drinks

Serve as the go-to person for general office needs, including printer issues, basic troubleshooting, water filter changes, and coordination with our cleaning service

Coordinate lunches, reservations, and logistics for leadership meetings, quarterly sessions, and the annual offsite

Schedule team meetings in Microsoft Teams, set up conference room AV equipment, and take notes as requested

Support Civil Engineering, Surveying, and Utilities departments with additional administrative tasks as needed

During busy proposal seasons, this role will support our Marketing team with administrative and document-related tasks, including:

Help respond to data calls from clients and agencies by gathering requested information from staff and entering it into the appropriate forms under Marketing's direction

Register staff for conferences and industry events, handle booth and sponsorship logistics, and keep the marketing events calendar current

Monitor procurement websites (such as TxDOT, city, and county portals) for new opportunities; download solicitation documents and addenda; and log new opportunities for the Marketing team to review

Enter and update…