Administrative Assistant

Spectraforce Technologies, Inc.; Austin (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Spectraforce Technologies, Inc. in Austin, TX is seeking an Administrative Assistant for a 6-month engagement. The role supports executives and teams with calendar management, travel coordination, document preparation, and office administration.

The ideal candidate has strong communication, problem-solving, and organizational skills, plus basic tech proficiency and the ability to handle multiple tasks in a dynamic environment.

Qualifications

• Associate degree or high school diploma with 2 years of administrative experience.
• Strong written/spoken communication required and ability to interact with executives.
• Proficient with common office software and technology.

Responsibilities

• Provide support to managers and department staff.
• Manage calendars, travel arrangements, and meetings.
• Prepare and proofread documents, reports, and presentations.
• Handle office tasks such as filing, expense processing, and vendor coordination.
• Coordinate domestic travel for a single traveler and arrange logistics.

Skills

Communication

Problem solving

Time management

Tech proficiency

Teamwork

Education

Associate degree

High school diploma + 2 years experience

Tools

Excel

SAP Concur

Microsoft Teams

Microsoft Outlook

Job description

Job Title: Administrative Assistant

Location: Austin Texas 78753

Duration: 6 Months

Job Description

Top 5 Skills

• Clear and concise verbal and written communication skills for interacting with employees and executives.
• Problem-solving skills and flexibility. Situations and events change quickly, so the ability to think and act quickly is essential.
• Good time management and organizational skills.
• Basic proficiency with technology.
• Teamwork and collaboration skills are essential for cross-departmental and project support.

Technologies

• Excel
• SAP Concur
• Microsoft Teams
• Microsoft Outlook

Required Education and Experience

• Associate degree, or
• High school diploma or equivalent and 2 years of Administrative Assistant or related work experience.

Physical Requirements

• Push: Maximum weight limit of 35 lbs.
• Pull: Maximum weight limit of 35 lbs.
• Lift: Maximum weight limit of 35 lbs.
• Outdoor work and travel requirements as applicable.

Driving Requirements

• Driving responsibilities: Yes.
• Personal vehicle required. Candidates must have their own vehicle to commute to and from the office and occasionally travel to event venues.

Principal Duties and Responsibilities

• Provides assistance and support to first- or second-level managers, a department, or an offsite office.
• Researches and learns departmental and company policies and procedures.
• Manages basic calendar needs for one or more managers.
• Prepares and proofreads correspondence, reports, spreadsheets, and presentations, ensuring appropriate syntax and grammar.
• Completes various office tasks, including iProc creation, using a P-card, maintaining office files, supplies, and equipment, submitting expense reports and check requests, arranging shipping, and maintaining the vendor database.
• Coordinates basic domestic travel arrangements, including flights, hotels, and rental cars, for a single traveler.
• Responds to internal requests and external emails from managers and other stakeholders.
• Schedules and coordinates various types of meetings, including luncheons, conferences, and team-building events. These events may include external customers and vendors.

Level of Responsibility

• Works under supervision.
• Decision-making affects the direct area of work and/or work group.
• Requires verbal and written communication skills to convey information.
• May require basic negotiation, influence, tact, and related interpersonal skills.
• Tasks require multiple steps that can be performed in various orders. Some planning, problem-solving, and prioritization are necessary to complete tasks effectively.