Administrative Assistant

Salary Range: $20-23 per hour (Hiring salary range)

Under general supervision, the Administrative Assistant provides skilled, confidential administrative support to company leadership while playing a key role in a fast‑growing small business. This position is ideal for someone who is a self‑starter, energetic, and eager to grow professionally. The Administrative Assistant helps ensure smooth day‑to‑day operations across multiple departments, maintains organized systems, and handles sensitive matters with discretion. This role blends traditional executive support with office oversight, project coordination, light bookkeeping, and office management, offering the opportunity to make a meaningful and visible impact within a small, high‑performance team.

The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification; they are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position‑specific duties.

• Manage calendars and daily schedules for executives, ensuring they stay on task and are aware of upcoming meetings and events.
• Schedule meetings, lunches, and travel arrangements (including but not limited to flights, accommodations, ground transportation).
• Screen and prioritize incoming emails, phone calls, and meeting requests.
• Take accurate and comprehensive notes during meetings.
• Draft and manage correspondence, including emails, memos, reports, and letters.
• Serve as a professional representative of the company in all internal and external interactions.
• Be a trusted sound board and always uphold discretion and professionalism.
• Maintain the cleanliness and organization of the office interior and exterior (coordinate with cleaners, manage landscaping services, ensure trash is taken out weekly).
• Keep office and supply inventory stocked and organized.
• Run errands for the office and executives as needed.
• Coordinate vendor and client relationships, including email and phone communication.
• Maintain digital and physical filing systems, databases, and records.

• Coordinate company events including: ribbon cuttings, nonprofit campaigns, and speaking engagements.
• Assist with special executive projects (e.g., proposal and scope template refresh).
• Manage drone photography logistics and organize files accordingly.
• Get signage, swag, and marketing items created as needed.
• Order and manage Christmas cards and client gifts.
• Handle project closeout gifts.

• Support new client setup by creating project forms, sending them to team members, requesting retainers, and gathering W-9s and COIs.
• Set up and move folders from Sales to Ops and establish folder structures.
• Send out proposals for signature and ensure proper filing once returned.

• Coordinate logistics for property management including tenant relations, signage, parking, leases, supplies, and expense reimbursement.
• Handle all invoices (incoming and outgoing).
• Manage payments and checks, including collecting W-9s, COIs, and lien waivers.
• Make check deposits and track them via spreadsheet.
• Prepare and reconcile monthly credit card statements.
• Manage departmental petty cash and assist with budgeting and project accounting as assigned.
• Process monthly payments for rent, loan, and truck payments.

• High level of discretion and trustworthiness.
• Excellent organizational and multitasking skills.
• Clear and professional verbal and written communication.
• Detail-oriented with a proactive attitude.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Basic design skills using Canva and Adobe (Acrobat, Photoshop, or Illustrator).
• Valid Texas Driver's License.
• Ability to lift up to 40 lbs and work occasional evenings if needed.
• Ability to commute reliably or relocate to New Braunfels, TX 78130.

• Notary Public License.
• 5+ years of experience using:
• Microsoft Excel (spreadsheets, formulas, formatting)
• Adobe tools (Acrobat for PDFs; Photoshop/Illustrator is a plus)
• Basic website updating (Word press)

• Work is performed in a professional office environment.
• May require bending, reaching, standing for extended periods.
• May be required to assist during emergencies or special events outside normal business hours.

Paid time off (Vacation)

Paid Holidays (set by the company annually)