Administrative Assistant

Role: Administrative Assistant
Location: 14905 Kirby Drive, Houston, TX - 77047
Contract: 6+ months duration Extended or Converted to FTE
Shift: Monday – Friday Onsite 8 AM – 4PM (Some OT may be required, extra 1 – 3 hours)
Payrate: $13.45 - $22.42 per hr on W2 paid weekly, Vision, Dental and Medical Benefits.
 
Summary:
A highly organized and proactive administrative professional responsible for supporting the Global Platform, Site Head, and Site leadership teams. This role involves managing complex calendars, coordinating meetings and travel, processing expenses and invoices, and handling internal communications. Key responsibilities include timekeeping, training coordination, corporate travel card program management, purchase requisition processing, and supporting special projects. The position requires strong multitasking, communication, and problem-solving skills to ensure seamless operations and executive support.

Job Duties:
- Provide Administrative support to the Global Platform
- Provide Administrative support to the Senior Site Director and his/her Direct Reports
- Provide Administrative support and coordination of CGT Leadership and Houston Leadership Teams
- Provides support by welcoming and providing information to internal and external customers, vendors or guests, either in person or by telephone; answering or directing inquiries; representing management; maintaining relationships with other management and non-management personnel; following up on project completion with managers; collecting and distributing information; scheduling/coordinating daily schedule/calendar appointments, compiling information for meetings, setting priorities, and conserving management’s time.
- Provides administrative support by entering, formatting, scanning, and printing information;
organizing work; answering the telephone; relaying messages; maintaining all office equipment and supplies; and scheduling training/sales conferences other offsite meetings.
- Completes special projects by organizing and coordinating information and requirements;
planning, arranging, and meeting schedules; monitoring results. Maintain my daily timekeeping entries; Provide backup timekeeping support for several other timekeepers when required in their absence. Provides information by answering questions and requests.
- Schedule travel arrangements and expense reports for Senior Management as needed
- Process billing and invoice activities, including staff utilization.
- Department training coordinator and tracking monthly of Safety Chats.
- Manage site corporate travel credit card program for Houston site employees by receiving all requests for credit cards; determine eligibility to receive a card; updating application template of changes to include provide completion instructions and expense report processing instructions to cardholder; enter in Banking system; assign credit limit; increase/decrease of credit limits; tracking & cancelling terminated employees cards; provide monthly termination list to Finance; support cardholders if any issues arise.
- Receive and enter Purchase Requisition requests; submit to Supervisors/Managers for approval
- Other duties as assigned.

Skills:
• Administrative Support knowledge/interest or background/education
• Customer Service Experience
• Technology trends in booking and other administrative platforms

Needed:
1. Proven Administrative Expertise
o Minimum of 5+ years of administrative or executive assistant experience (preferably supporting senior leadership).
o Strong track record of managing high-volume, complex calendars and correspondence.
2. Confidentiality & Discretion
o Absolute trustworthiness in handling sensitive business and personal information.
o Strong judgment when working with confidential documents and conversations.
3. Exceptional Communication Skills
o Professional verbal and written communication with strong attention to tone, clarity, and detail.
o Ability to draft correspondence, reports, and presentations independently.
4. Organization & Prioritization Mastery
o Strong ability to manage multiple competing priorities, meet deadlines, and maintain structure under pressure.
o Systems thinker who proactively organizes processes.
5. Proficiency in Core Technology
o Advanced Microsoft Office Suite skills (Word, Excel, PowerPoint, Outlook, Calendar).
o Comfortable learning and using office systems, project management, and communication tools (Teams, etc.).
6. Professionalism & Executive Presence
o Polished, reliable, and composed demeanour in all interactions.
o Ability to represent executives and the organization professionally.
7. Problem-Solving & Initiative
o Proactive, resourceful, and able to anticipate needs before they arise.
o Skilled in troubleshooting and finding solutions independently.
8. Attention to Detail
o Zero tolerance for errors in scheduling, documentation, or correspondence.
o Strong proofreading, accuracy, and data integrity skills.
9. Time Management & Reliability
o Demonstrated track record of punctuality, responsiveness, and consistent follow-through.
o Willingness to adapt to changing priorities without losing efficiency.
10. Interpersonal & Team Collaboration Skills
o High emotional intelligence and ability to work across departments and leadership levels.
o Skilled at building relationships while maintaining clear boundaries.
 
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