Administrative Assistant

Russell Tobin; Dallas (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading staffing firm in the United States is seeking an experienced Administrative Assistant to provide high-quality, proactive support for executives. This role involves managing complex calendars, coordinating meetings and travel, and handling sensitive information with discretion. Ideal candidates should demonstrate strong interpersonal skills, a high degree of professionalism, and proficiency in tools like Microsoft Office and Zoom. This position offers a dynamic environment where attention to detail and adaptability are essential for success.

Qualifications

• Demonstrated experience providing administrative support to executives or senior professionals.
• Ability to collaborate effectively across local and global teams.
• High degree of professionalism, integrity, and diplomacy.

Responsibilities

• Provide day-to-day administrative and operational assistance.
• Manage complex calendars and prioritize meeting requests.
• Coordinate domestic and international travel arrangements.

Skills

Strong interpersonal, written, and verbal communication skills

Proven ability to manage competing priorities

Exceptional attention to detail

Strong proficiency in Microsoft Office and Zoom

Proactive and adaptable team player

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

SAP Concur

Zoom

Job description

Our Administrative Assistants provide high-quality, proactive administrative support within a fast-paced, team-oriented environment. This role partners closely with business leaders, firm executives and assistant colleagues to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support, while exercising sound judgment, discretion, and professionalism at all times. Coverage needs may evolve based on business priorities and location.

Key Responsibilities:

Administrative & Business Support

• Serve as a trusted administrative partner, supporting multiple executives and their teams as needed
• Provide day‑to‑day administrative and operational assistance, including documentation, records management such as filing and scanning, time entry, invoices, and ad hoc projects.

Calendar, Meetings & Communications

• Proactively manage dynamic & complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings, conference calls, and video conferences.
• Act as a primary point of contact for scheduling communications, including high volumes of phone calls, ensuring timely, accurate messaging and professional interaction with senior leaders and clients.
• Coordinate meetings onsite as well as externally, working with conference services to secure rooms, arranging catering, registering guests, and ensuring materials are prepared.

Travel & Expenses

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and visa procurement as required.
• Prepare and submit expense reports and process related invoices in a timely and accurate manner, utilizing approved expense platforms.

Compliance & Confidentiality

• Handle highly confidential and sensitive client and business information with discretion and sound judgment.
• Adhere to compliance requirements and obtain necessary approvals in accordance with firm policies.

Skills & Qualifications Required:

• Demonstrated experience providing administrative support to executives or senior professionals in a complex environment, preferably within financial services, the private sector, or government.
• Strong interpersonal, written, and verbal communication skills, with the ability to collaborate effectively across 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, with strong anticipation and problem‑solving capabilities.
• High degree of professionalism, integrity, and diplomacy.
• Proactive, reliable, and adaptable team player with a positive attitude and willingness to support where needed.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.
• Familiarity with expense platforms such as SAP Concur.