Administrative Assistant - HR Department

Primary Services; Houston (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Primary Services is seeking an experienced Administrative Assistant to provide direct administrative and operational support to leaders and teams in a growing oil and gas environment. This contract-to-hire role covers calendars, travel, expenses, meetings, events, vendors, and general office needs to ensure a polished, efficient office experience.

You will collaborate with Executive Assistants, HR, Facilities, and IT, aiming to streamline processes and foster a welcoming workplace.

Qualifications

• 5+ years of strong administrative assistant experience required.
• Experience supporting Legal and/or Human Resources functions strongly preferred.
• Experience managing complex calendars, executive or leadership scheduling, and meeting logistics.
• Experience coordinating travel and processing expense reports.
• Experience supporting vendor management, invoicing, accounts payable, and budget tracking.
• Experience coordinating corporate meetings, events, and employee activities.
• Proficiency with Microsoft Office applications.
• Experience supporting office operations within oil and gas, energy, or another corporate environment preferred.

Responsibilities

• Manage complex calendars, scheduling conflicts, meeting priorities, and forward planning for leaders and teams.
• Coordinate domestic travel arrangements, itineraries, schedules, and related expense reporting.
• Manage and prioritize inbox communications, escalating urgent or time-sensitive items as appropriate.
• Coordinate meetings including scheduling, conference rooms, materials, catering, agendas, and follow-up activities.
• Process and track expense reports, vendor payments, invoices, and accounts payable documentation.
• Support vendor sourcing, scheduling, contract coordination, and payment processing.
• Coordinate internal events, employee activities, company meetings, service awards, and engagement initiatives.
• Serve as a primary point of contact for employees and assist with office resources, processes, and day-to-day needs.
• Partner with Facilities and IT on maintenance requests, workspace needs, technology coordination, and office operations.
• Support onboarding logistics including workstation setup, technology, supplies, and new-hire readiness.
• Maintain office supplies and company merchandise while coordinating purchasing and vendor relationships.
• Welcome visitors and coordinate logistics for onsite meetings and activities.
• Partner with other administrative professionals to coordinate leadership support, meetings, and events.
• Identify opportunities to improve administrative processes and the overall employee office experience.

Skills

Calendar management

Executive support

Travel coordination

Expense reporting

Vendor management

Office operations

MS Office proficiency

Event coordination

Tools

Microsoft Office

Job description

Join a growing oil and gas organization and take on a highly visible role supporting leaders, employees, and daily office operations. This contract-to-hire opportunity offers broad exposure across administrative support, HR, facilities, meetings, events, vendors, and office operations, making it an excellent opportunity for an experienced administrative professional seeking long-term growth in the energy industry.

The Administrative Assistant will provide direct administrative and operational support to leaders and teams while helping maintain an organized, efficient, and welcoming office environment. This hands-on role will manage complex calendars, travel, expenses, meetings, events, vendors, and day-to-day office needs while partnering closely with Executive Assistants, Human Resources, Facilities, and IT.

Responsibilities

• Manage complex calendars, scheduling conflicts, meeting priorities, and forward planning for leaders and teams.
• Coordinate domestic travel arrangements, itineraries, schedules, and related expense reporting.
• Manage and prioritize inbox communications, escalating urgent or time-sensitive items as appropriate.
• Coordinate meetings including scheduling, conference rooms, materials, catering, agendas, and follow-up activities.
• Process and track expense reports, vendor payments, invoices, and accounts payable documentation.
• Support vendor sourcing, scheduling, contract coordination, and payment processing.
• Coordinate internal events, employee activities, company meetings, service awards, and engagement initiatives.
• Serve as a primary point of contact for employees and assist with office resources, processes, and day-to-day needs.
• Partner with Facilities and IT on maintenance requests, workspace needs, technology coordination, and office operations.
• Support onboarding logistics including workstation setup, technology, supplies, and new-hire readiness.
• Maintain office supplies and company merchandise while coordinating purchasing and vendor relationships.
• Welcome visitors and coordinate logistics for onsite meetings and activities.
• Partner with other administrative professionals to coordinate leadership support, meetings, and events.
• Identify opportunities to improve administrative processes and the overall employee office experience.

Qualifications

• 5+ years of strong administrative assistant experience required.
• Experience supporting Legal and/or Human Resources functions strongly preferred.
• Experience managing complex calendars, executive or leadership scheduling, and meeting logistics.
• Experience coordinating travel and processing expense reports.
• Experience supporting vendor management, invoicing, accounts payable, and budget tracking.
• Experience coordinating corporate meetings, events, and employee activities.
• Proficiency with Microsoft Office applications.
• Experience supporting office operations within oil and gas, energy, or another corporate environment preferred.