Administrative Assistant

Infobahn Softworld Inc; Austin (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

Infobahn Softworld Inc is seeking an Executive Administrative Assistant to coordinate and oversee administrative duties for groups including director-level support. You will manage calendars, travel, expenses, and office operations while ensuring confidentiality and proactive support to executives.

Ideal candidates will navigate a complex environment, anticipate needs, and collaborate with multiple teams. Proficiency in PowerPoint, Excel, Word, SharePoint, and SAP is preferred, with strong

Qualifications

• Bachelor’s Degree or equivalent level of experience.
• Experience supporting executive-level leaders in a technical environment is preferred.
• Strong organizational and communication skills; ability to work independently or with a team.

Responsibilities

• Executive calendaring of meetings and appointments with prioritization as required.
• Manage travel schedule and reservations.
• Handle expense reports and submissions as required.
• Order/maintain office supplies, laptops, and other items for the team.
• Support PO transactions and interface with supplier relations.
• Assist with issue resolution, build information repositories, charts, spreadsheets.
• Prepare responses or correspondence and direct inquiries to staff.
• Assist with facilities questions and company policies; collaborate with the team.

Skills

Executive support

Organizational skills

Communication skills

Office software proficiency

Cross-functional collaboration

Decision making

Flexibility

Education

Bachelor’s degree or equivalent

Tools

PowerPoint

Excel

Word

SharePoint

SAP

Job description

Responsible for coordinating and overseeing all administrative duties that pertain to supporting specific groups including director level support. This level of support includes, but is not limited to, project coordination, calendar and meeting management, travel, goods & services purchasing, report preparation, and expense reporting.

THE PERSON:

The ideal candidate will have significant experience navigating a complex diverse environment and be comfortable interacting with employees of all levels. To be successful, you will need strong organizational and multi-tasking skills, high level of confidentiality and the ability to gather information and make decisions independently. Being proactive and anticipating the needs of the executive is essential as you prioritize time, schedules, inquiries, and information.

KEY RESPONSIBILITIES:

• Executive calendaring of meetings and appointments with prioritization as required
• Manage & coordinate travel schedule and reservations
• Handle expense reports and submissions as required
• Order/maintain office supplies, laptops, and other items as needed by the team
• Support PO transactions and interface with supplier relations
• Assist/handle various tasks that might include driving issue resolution, create information repositories, build charts/spreadsheets
• Prepare responses or correspondence
• Direct inquiries or issues to relevant staff members
• Assist team with questions around facilities or relevant company policies
• Be proactive and collaborate with the team and others outside the team

PREFERRED EXPERIENCE:

• Direct work experience supporting executive-level engineering leaders
• Experience of administrative support at a senior level
• Strong organizational and communication skills; ability to work independently as well as part of a team
• Ability to use a variety of sophisticated office automation tools and software, including proficiency in PowerPoint, Excel, Word, SharePoint, SAP
• Ability to collaborate with different levels of management, customers, and employees to exchange information and take appropriate action
• Demonstrated ability to exercise judgment and initiative with a high degree of flexibility and responsiveness

ACADEMIC CREDENTIALS:

Bachelor’s Degree or equivalent level of experience