Title: Administrative Assistant III
Location: Houston, TX 77047
Duration: 6 months
 
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 Citibank 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.

 
Skills:

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

 
More Notes:
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 demeanor 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.
  
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 13.45/hr.