Contract Administrative Assistant

Beacon Hill Staffing Group, LLC; Austin (TX); On-site; USD 26,000 - 37,000; Full time

Job summary

Beacon Hill Staffing Group, LLC, a leading staffing firm, seeks an Administrative Assistant to provide high-level support to the President and executive leadership in North Austin. The role includes managing calendars, coordinating meetings and travel, and assisting with office operations on a fully onsite 3-month contract.

The ideal candidate has 1+ years of administrative experience, strong communication skills, and proficiency with Microsoft Office.

Qualifications

• 1+ years of related administrative experience and/or training.
• Bachelor's Degree preferred.
• Experience with executive calendar management, scheduling, and travel coordination.
• Event planning experience is a strong plus.
• Strong written, verbal, and interpersonal communication skills.

Responsibilities

• Manage 1-2 executive calendars, including appointments and travel.
• Provide administrative support to the President and executive leadership.
• Coordinate meetings, agendas, rooms, and meals.
• Arrange executive travel schedules and reservations.
• Assist with events and special projects, including Derby travel.
• Process contracts, vendor invoices, expenses and check requests.
• Coordinate with HR on office access and new hire travel/scheduling.
• Support legal/compliance with licensing applications for team members.
• Maintain office operations, supplies, mail, deliveries, and vendor needs.
• Greet visitors and support reception tasks.

Skills

Executive calendar management

Travel coordination

Event planning

Strong communication

Confidentiality

Independent & collaborative work

Microsoft Office Suite

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client, a leading gaming technology company located in North Austin, is seeking an Administrative Assistant to provide high-level administrative support to the President and members of the executive leadership team. This individual will manage executive calendars and scheduling, coordinate meetings and business travel, and assist with a variety of office management and administrative responsibilities. The position will also support office operations, vendors, expenses, visitors, supplies, and special administrative projects while exercising a high level of confidentiality, judgment, and initiative. The organization offers a relaxed, laid-back environment with a strong technology presence, and culture and personality fit are top of mind for this hire. This position is a fully onsite, 3 month contract between the hours of 8-5. This role pays up to 23hr!

Job Responsibilities:

• Manage 1-2 executive calendars, including appointments, conference calls, meetings, and business trips.
• Provide administrative support to the President and members of the executive leadership team.
• Coordinate meetings, prepare agendas, reserve meeting rooms, and arrange meals when necessary.
• Arrange and coordinate executive travel schedules and reservations.
• Assist with event planning and special events, including coordinating Kentucky Derby travel for team members.
• Process contracts, vendor invoices, purchase requisitions, expense reports, and check requests.
• Partner with HR on physical office access management and coordinate travel and scheduling for potential new hires.
• Support legal and compliance with licensing applications for team members.
• Maintain office operations, including equipment, office supplies, incoming mail, deliveries, and vendor needs.
• Greet visitors, support reception needs, and manage additional administrative projects assigned by the President.

Qualifications:

• 1+ years of related administrative experience and/or training, or an equivalent combination of education and experience.
• Bachelor's Degree preferred.
• Previous experience with executive calendar management, scheduling, and travel coordination.
• Event planning experience is a strong plus.
• Strong written, verbal, and interpersonal communication skills with the ability to build effective relationships across departments.
• Ability to work independently and collaboratively while exercising confidentiality, judgment, and initiative.
• Advanced proficiency with Microsoft Office Suite.
• Highly organized, dependable, and comfortable working in a fast-paced environment while managing changing priorities and deadlines.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information:

• medical
• dental
• vision
• federal and state leave programs as required by applicable agency regulations to those that meet eligibility

Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you!Beacon Hill. Employing the Future (TM)