Job Description

Administrative Assistant II

Location: 1400 Smith St, Houston, TX 77002 (Hybrid – 3 to 4 days onsite per week) 
Duration: Contract
Industry: Energy
Rate: $30/Hr

Overview

Seeking an experienced Administrative Assistant to provide proactive support to one or more leaders within a large corporate environment. This role requires a high degree of independence, initiative, discretion, attention to detail, and organizational skills. The ideal candidate will have experience supporting leaders, managing complex calendars, coordinating travel, handling expense reporting, and working with enterprise systems in a fast-paced environment.

Key Responsibilities

• Manage executive calendars and inboxes, anticipate needs, prioritize requests, and resolve scheduling conflicts across multiple stakeholders and time zones.
• Schedule, coordinate, and support meetings, including agendas, materials, logistics, room reservations, virtual meeting setup, and follow-up actions.
• Maintain organizational distribution lists, team communications, SharePoint sites, seating charts, and related administrative functions.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, visas, and passport requirements.
• Prepare, track, reconcile, and submit travel and business expense reports in accordance with company policies.
• Create, format, proofread, and distribute correspondence, reports, presentations, and other business documents using Microsoft Office and enterprise systems.
• Handle highly confidential and sensitive information with professionalism and discretion.
• Serve as a point of contact for internal and external stakeholders, routing inquiries and facilitating communication.
• Support special projects, action-item tracking, data gathering, and administrative process improvements.
• Leverage digital productivity tools and best practices to improve operational efficiency.

Required Qualifications

• 2–4+ years of administrative assistant, executive assistant, or office administration experience.
• Strong calendar management and scheduling experience.
• Experience coordinating travel arrangements and managing expense reporting.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, and Excel.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and prioritization abilities.
• Ability to work independently while supporting multiple priorities.
• Strong attention to detail and commitment to accuracy.
• Experience handling confidential information.

Preferred Qualifications

• Experience supporting multiple leaders or complex organizational structures.
• Experience working in large corporate environments.
• Familiarity with Workday, SharePoint, CTREX, iPASS, or similar enterprise applications.
• Experience coordinating domestic and international travel.
• Strong customer-service mindset and collaborative approach.
• Experience supporting technology, engineering, energy, or corporate business teams.

Work Environment

• Hybrid schedule with a minimum of 3 days and maximum of 4 days onsite per week.
• Onsite work is expected at an approved corporate office location.
• Fully remote work is not permitted.
• Candidates must comply with all onboarding requirements, including background screening, education verification, and drug testing.

Ideal Candidate

The ideal candidate is a polished administrative professional who thrives in a fast-paced corporate environment and has experience supporting leaders with calendar management, travel coordination, expense reporting, meeting logistics, and executive communications. They are highly organized, proactive, detail-oriented, and comfortable handling confidential information while supporting multiple stakeholders and competing priorities.