Job Title: Administrative Assistant III
Location: Houston, TX 77002
Duration: 12 Months
 
Work Schedule: Mon - Fri | Onsite
 
Job Summary:
The Administrative Assistant provides critical operational and administrative support to the organization. This position plays a key role in coordinating events, managing expense reports, supporting travel arrangements, and assisting with day-to-day administrative activities. The role ensures seamless coordination between departments, vendors, and internal stakeholders while maintaining accuracy, professionalism, and compliance with company procedures. The Administrative Assistant reports to the General Services Manager, with assignments and responsibilities further defined through the administrative pool support structure.
 
Essential Duties / Functions:
Office Administration and Admin Support

• Maintain a well-organized, efficient, and professional office environment.
• Manage incoming calls, emails, and communications, directing inquiries as appropriate.
• Prepare correspondence, reports, presentations, and spreadsheets with a high level of accuracy and attention to detail. Ensure all documents meet the highest standards in terms of accuracy, format, and content.
• Provide general administrative support, such as copying, filing, and organizing documents.
• Support calendar management and scheduling of meetings, appointments, and conferences.
• Prepare, reconcile, and submit expense reports.
• Track costs and monitor expenditures to align with approved budgets and internal order allocations.
• Support the purchasing process and maintain vendor documentation as required.
• Order, setup, cleanup, and coordinate payment for catering orders.

Event Coordination

• Plan, coordinate, and execute departmental and companywide events including holiday celebrations, charity initiatives, and culture and engagement events.
• Coordinate with Internal Communications on message distribution for each event.
• Manage event budgets, process purchase requisitions through SAP, track internal orders, and ensure proper approvals are obtained.
• Liaise with vendors, negotiate pricing, coordinate logistics, and ensure timely payments in collaboration with Finance.
• Maintain clear communication with all stakeholders to ensure successful event outcomes.
• Create lessons learned, conduct surveys, and solicit feedback after each event.

Travel and Scheduling

• Serve as the organization’s primary point of contact for travel coordination.
• Arrange detailed domestic and international travel itineraries for executives and staff.
• Manage travel approvals, expense reporting, and compliance with company travel policies.

Special Projects

• Support special projects and initiatives as assigned.

Minimum education & Experience required of the position:

• Associate's Degree
• 3+ years of Administrative Assistant experience 

Minimum knowledge, skills and abilities required of the position:

• Results focused, detail oriented, problem solving, and, self-starter.
• Strong interpersonal skills and ability to develop strong relationships and seamless interfaces across the business, including front, middle and back-office teams as well as with senior management.
• Strong skills with Microsoft Office tools.
• Ability to handle confidential and sensitive information with discretion.
• Experience managing travel, schedules, and expense reporting for senior-level executives.

 
 
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: $ 30.00/hr.