Administrative Assistant - Chief Administrative Officer

Cal Farley; Amarillo, Northern (TX, KY); Hybrid; USD 36,000 - 48,000; Full time

Benefits offered by this job

401(k) with company match

Roth 401(k)

Health insurance

Dental insurance

Vision insurance

Flexible spending account

Life insurance

Employee assistance program

Paid time off

Tuition reimbursement

Wellness program

Job summary

Cal Farley’s seeks an Administrative Assistant to support the Chief Administrative Officer and departmental leadership teams. You will coordinate calendars, prepare reports, manage records, and assist with budgeting and travel arrangements to ensure smooth operations.

This role requires a high school diploma or GED, 3+ years of admin experience, proficiency with Microsoft Office, strong time management and the ability to work independently in Texas.

Qualifications

• High school diploma or GED required.
• Associate degree in business or completion of business-related college courses preferred.
• Minimum of 3 years of administrative assistant experience.
• Proficiency in Microsoft Office for Windows (Word, Excel, PowerPoint, Outlook).
• Experience with general office equipment.
• Strong time management and detail orientation skills.
• Ability to work independently.
• Must be at least 21 years old.
• Must possess a valid Texas driver's license.
• Willingness to travel as needed.
• Excellent communication and organizational skills.

Responsibilities

• Maintain regular attendance and provide administrative support to the CAO.
• Manage the CAO’s calendar and organizational commitments.
• Coordinate administrative staff meetings and follow-up documentation.
• Assist with departmental budgeting, expense monitoring, and reporting.
• Process purchase orders, requisitions, and other administrative transactions.
• Coordinate executive travel arrangements and reimbursements.
• Maintain centralized tracking systems for projects and contracts.
• Review and revise organizational procedures to ensure compliance.
• Support SharePoint, Teams, and reporting tools.
• Keep leadership informed of significant issues and opportunities.

Education

High school diploma or GED

Associate degree in business or related coursework

Tools

Microsoft Office

Job description

Serves as the central administrative resource for the Chief Administrative Officer and departmental leadership teams. By coordinating budgeting activities, operational procedures, scheduling, records management, reporting, and special projects, this role creates a unified view of priorities, commitments, and project status, enabling effective communication, alignment, and decision-making across departments. Supports coordination and collaboration among departments reporting to the Chief Administrative Officer, including Facilities, Environmental Services, Transportation Services, and Land Management. Works with other divisions to facilitate communication and resolution of cross-functional matters.

Essential Duties

• Maintain regular attendance and provide administrative support to the Chief Administrative Officer, including correspondence, reports, presentations, and other documentation.
• Manage the CAO’s calendar, scheduling, priorities, deadlines, and organizational commitments to maximize efficiency and productivity.
• Coordinate administrative and staff meetings, including agendas, materials, logistics, note-taking, and follow-up documentation.
• Assist with departmental budgeting, expense monitoring, reconciliations, financial reporting, and budget adjustments.
• Process purchase orders, requisitions, check requests, credit card reconciliations, and other administrative transactions.
• Coordinate executive travel arrangements, maintain travel records, process reimbursements, and monitor travel-related expenses.
• Maintain centralized tracking systems for projects, action items, deadlines, operational records, contracts, inspections, and renewals.
• Oversee organizational procedure reviews and revisions to ensure documentation remains current, accurate, and compliant.
• Support SharePoint, Teams, and reporting tools while promoting communication and collaboration across Operations departments.
• Keep leadership informed of significant issues and opportunities, provide cross-functional coordination, and maintain appropriate interactions with residents.

1. A high school diploma or GED equivalency is required.

2. An associate degree in a business-related field or completion of college courses in a business-related field is preferred.

3. A minimum of 3 years of administrative assistant experience is required.

4. Proficiency in Microsoft Office for Windows applications (word processing, database, spreadsheet, e-mail, presentation graphics, etc.) is required.

5. Proficiency in general office equipment operation is required.

6. Must possess exceptional time management and detail-orientation skills.

7. Must be able to work independently.

8. Must be at least 21 years of age.

9. Bending, lifting, grasping, fine hand/eye coordination, pushing/pulling, prolonged sitting/standing.

10. Must possess a valid Texas driver’s license.

11. Must be available for travel as needed.

• 401(k) with company match
• Roth 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Flexible spending account
• Life insurance
• Employee assistance program
• Paid time off
• Tuition reimbursement
• Wellness program

Cal Farley's is an Equal Opportunity Employer.

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