Administrative Assistant

AOI; Sugar Land (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

AOI in Sugar Land, Texas is seeking an Administrative Assistant to support daily office needs and the General Administration team.

You will coordinate meetings, travel, office supplies, greet visitors, manage records, and handle confidential information while collaborating with executives and staff.

A high school diploma is required (associate degree preferred); proficiency in Microsoft Office is essential; you must be highly organized, able to meet deadlines, and capable of lifting 30 pounds.

Qualifications

• High school diploma required; associate degree preferred.
• Experience in corporate administrative environment is a plus.
• Proficient in Microsoft Office.
• Highly organized and detail-oriented.
• Ability to prioritize work and meet tight deadlines.
• Ability to work independently and as a team.
• Have own reliable transportation.
• Ability to lift 30 pounds.

Responsibilities

• Interface with internal and external stakeholders, including executives and vendors.
• Provide meeting support: gather materials, reserve rooms, arrange catering.
• Coordinate travel arrangements including hotel and transportation.
• Order and maintain office supplies.
• Support phone coverage and vacation coverage for colleagues.
• Greet visitors and escort them appropriately.
• Maintain up-to-date files and confidentiality of records.
• Provide transportation support using corporate vehicles.
• Coordinate corporate vehicle usage and maintenance.
• Perform other duties and projects as assigned.

Skills

Highly organized

Detail-oriented

Prioritize deadlines

Team player

Independent worker

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

Job description

Overview

The Administrative Assistant supports daily office needs and general administrative activities. The position also provides support to other General Administration department colleagues.

Job Duties

• Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels, and external vendors.
• Provide administrative support to ensure effective and efficient meetings: gather and organize meeting materials, reserve and set up conference rooms, food catering, and other preparations as needed.
• Coordinate all aspects of travel when requested such as hotel and transportation.
• Order and maintain all office supplies such as paper, envelopes, frequently used shipping forms, business cards, and kitchen supplies.
• Work closely with other General Administration department colleagues to assist with phone coverage, vacation coverage, and critical special projects.
• Answer telephone calls promptly and efficiently; provide information to routine inquiries or calls to appropriate staff.
• Greet visitors and ensure they are appropriately hosted and escorted at all times.
• Maintain accurate, up-to-date files of all records assigned to ensure readily accessible to authorized staff.
• Maintain accurate petty cash balance.
• Order and deliver meals.
• Order monthly birthday cards and Starbucks cards, delivery of cards to direct supervisor.
• Maintain strict confidentiality of all business information.
• Provide transportation support using corporate vehicles, including delivery of documents, supplies, and equipment, and shuttling employees or guests.
• Coordinate and manage corporate vehicle usage schedules.
• Oversee corporate vehicle maintenance, including routine servicing, inspections, and cleanliness.
• Perform other duties and projects as assigned.

Qualifications

• At minimum, a high school diploma is required, an associate degree is preferred.
• Previous experience in the corporate administrative environment is a plus.
• Proficient in Microsoft Office.
• Highly organized and detail-oriented.
• Ability to prioritize work and meet tight deadlines.
• Ability to work independently and as a team.
• Have own reliable transportation.
• Ability to lift 30 pounds.