Job Title: Administrative Assistant
Location: Dallas, TX
Duration: 12 Months + Possibility to Extend and/or Convert to FTE
Pay Rate: $29/HR (W2 Only)
Job/Role Description:
- Provide high-quality, proactive administrative support within a fast-paced, team-oriented environment.
- Serve as a trusted administrative partner supporting multiple executives, senior professionals, and their teams as needed.
- Provide day-to-day administrative and operational assistance, including documentation, records management, filing, scanning, time entry, invoices, and ad hoc projects.
- Proactively manage dynamic and complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings, conference calls, and video conferences.
- Serve as a primary point of contact for scheduling communications and high volumes of phone calls while ensuring timely, accurate, and professional interactions with senior leaders and clients.
- Coordinate onsite and external meetings, including securing conference rooms, arranging catering, registering guests, and preparing meeting materials.
- Arrange domestic and international travel, including flights, accommodations, ground transportation, and visa procurement as required.
- Prepare and submit expense reports and process related invoices accurately and in a timely manner using approved expense platforms.
- Handle highly confidential and sensitive business and client information with discretion and sound judgment.
- Adhere to compliance requirements and obtain necessary approvals in accordance with established policies.
- Partner closely with business leaders and administrative colleagues to ensure seamless day-to-day operational support.
- Adapt to evolving coverage needs based on business priorities and team requirements.
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
- Experience managing complex calendars, meetings, and scheduling across multiple time zones
- Experience coordinating domestic and international travel arrangements
- Experience preparing expense reports and processing invoices
- Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Zoom
- Familiarity with expense management platforms such as SAP Concur
- Strong interpersonal, written, and verbal communication skills
- Ability to collaborate effectively with 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
- Strong problem-solving skills with the ability to anticipate administrative and operational needs
- High degree of professionalism, integrity, discretion, and diplomacy
- Ability to appropriately handle confidential and sensitive information
- Proactive, reliable, and adaptable team player with a willingness to provide support where needed