Administrative Assistant III

SGS Consulting; Austin (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

SGS Consulting in Austin, TX seeks an experienced administrative professional to support the Global Platform and Senior Site Director. You will welcome internal and external customers, manage calendars, coordinate meetings, prepare reports, process travel and expenses, and help maintain office operations.

The role requires at least 5 years of executive assistant experience, excellent communication, discretion, and strong organizational skills.

Qualifications

• Proven Administrative Expertise in fast-paced environments.
• Strong track record of handling high-volume calendars and sensitive information.
• Excellent written and verbal communication with professional discretion.

Responsibilities

• Provide Administrative support to the Global Platform and Senior Site Director and direct reports.
• Coordinate schedules, meetings, travel, and expenses for senior management.
• Answer inquiries from internal/external customers and manage office operations.
• Manage timekeeping, training coordination, and onboarding tasks as needed.
• Assist with billing/invoice activities and other special projects as assigned.

Skills

Administrative Support

Customer Service

Admin tech trends

Education

5+ years administrative/EA experience

Job description

Job Responsibilities

Provide Administrative support to the Global PlatformProvide Administrative support to the Senior Site Director and his/her Direct ReportsProvide Administrative support and coordination of CGT Leadership and Houston Leadership TeamsProvides support by welcoming and providing information to internal and external customers, vendors or guests, either in person or by telephone; answering or directing inquiries; representing management; maintaining relationships with other management and non-management personnel; following up on project completion with managers; collecting and distributing information; scheduling/coordinating daily schedule/calendar appointments, compiling information for meetings, setting priorities, and conserving management’s time.Provides administrative support by entering, formatting, scanning, and printing information;organizing work; answering the telephone; relaying messages; maintaining all office equipment and supplies; and scheduling training/sales conferences other offsite meetings.Completes special projects by organizing and coordinating information and requirements;planning, arranging, and meeting schedules; monitoring results. Maintain my daily timekeeping entries; Provide backup timekeeping support for several other timekeepers when required in their absence. Provides information by answering questions and requests.Schedule travel arrangements and expense reports for Senior Management as neededProcess billing and invoice activities, including staff utilization.Department training coordinator and tracking monthly of Safety Chats.Manage site corporate travel credit card program for Houston site employees by receiving all requests for credit cards; determine eligibility to receive a card; updating application template of changes to include provide completion instructions and expense report processing instructions to cardholder; enter in Citibank system; assign credit limit; increase/decrease of credit limits; tracking & cancelling terminated employees cards; provide monthly termination list to Finance; support cardholders if any issues arise.Receive and enter Purchase Requisition requests; submit to Supervisors/Managers for approvalOther duties as assigned.

Skills

• Administrative Support knowledge/interest or background/education
• Customer Service Experience
• Technology trends in booking and other administrative platforms

Education/Experience

Proven Administrative ExpertiseMinimum of 5+ years of administrative or executive assistant experience (preferably supporting senior leadership).Strong track record of managing high-volume, complex calendars and correspondence.Confidentiality & DiscretionAbsolute trustworthiness in handling sensitive business and personal information.Strong judgment when working with confidential documents and conversations.Exceptional Communication SkillsProfessional verbal and written communication with strong attention to tone, clarity, and detail.