Administrative Assistant Global Investment Company AUSTIN, TEXAS $30hr-$35/hr temp-perm

We encourage and appreciate taking the initiative, bringing forth creative ideas, and taking ownership. Candidates will also be in a team oriented group who are challenged with a diverse and high volume work load.

The following key activities are included in the role:

1. Travel Coordination and Preparation
• Work with managers to coordinate frequent international and domestic travel arrangements to multiple destinations, through our onsite AMEX travel agency according to the Travel and Entertainment Policy
• Arrange ground transportation, book hotels and manage all logistics
• Create final travel itinerary and directions along with meeting and research materials

2. Expense Reports and Approvals
• Process extremely detailed and complex expense reports through the Concur system on time
• Obtain required expense allocation approval from department heads
• Monitor and track managers’ expense reports until reimbursement
• Reconcile monthly expenses with credit card statements

3. Coordinate Client Meetings/Calendaring
• Coordinate clients meetings for managers and handle the scheduling, materials, meals/refreshments and logistics
• Confirm the final agenda schedule with all presenters
• Ensure meetings are setup as expected and without any incidents

4. Phone Coverage/Client Servicing
• Manage heavy telephone calls and respond to requests
• Create follow up correspondence

5. Project Management
• Participate in special projects
•Manage onboarding of new employees and consultants
•Find your niche and become the expert within the assistant group

Position Requirements
• 2 – 5 years of previous administrative experience supporting multiple executives preferred
• Intermediate to advanced working knowledge of MS Word, Excel and Outlook required
• Must possess strong written and verbal communication skills, including exceptional telephone management and the ability to write emails
• Must be able to adapt to changing situations with minimal notice and guidance
• Two–year college degree is preferred but not required
• Soft skills: Self-starter, action oriented, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused, problem solver, good follow up skills, strong relating skills, able to prioritize, team player