Job Description

Job Title: Administrative Assistant

Location: Dallas, TX

Duration: 12 months

Pay Rate: $29/hr (W2 Only)

Job/Role Description:

• This role provides high-quality, proactive administrative support within a fast-paced, team-oriented environment.
• Partners closely with business leaders and executives to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support while exercising sound judgment, discretion, and professionalism at all times.
• Provides day-to-day administrative and operational assistance, including documentation, records management such as filing and scanning, time entry, invoices, and ad hoc projects.
• Proactively manages dynamic and complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings, conference calls, and video conferences.
• Acts as a primary point of contact for scheduling communications, including high volumes of phone calls, ensuring timely, accurate messaging and professional interaction with senior leaders.
• Coordinates meetings onsite as well as externally, securing rooms, arranging catering, registering guests, and ensuring materials are prepared.
• Arranges domestic and international travel, including flights, accommodations, ground transportation, and visa procurement as required.
• Prepares and submits expense reports and processes related invoices in a timely and accurate manner, utilizing approved expense platforms.
• Handles highly confidential and sensitive information with discretion and sound judgment.
• Adheres to compliance requirements and obtains necessary approvals in accordance with established policies.

Required Qualifications

• Demonstrated experience providing administrative support to executives or senior professionals in a complex environment, preferably within financial services, the private sector, or government.
• Strong interpersonal, written, and verbal communication skills, with the ability to collaborate effectively across local and global teams.
• Proven ability to remain calm, organized, and responsive while managing competing priorities in a fast-paced, high-volume environment.
• Exceptional attention to detail, organizational skills, and follow-through, with strong anticipation and problem-solving capabilities.
• High degree of professionalism, integrity, and diplomacy.
• Proactive, reliable, and adaptable team player with a positive attitude and willingness to support where needed.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.
• Familiarity with expense platforms such as SAP Concur a plus.