Executive Administrative

VOLTO Consulting; Austin (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

VOLTO Consulting in Austin, TX seeks an Executive Administrative professional to support day-to-day operations and coordinate administrative functions in alignment with management systems.

The role requires 5-10 years of admin experience, strong English communication, and solid MS Office skills. You will handle reception, scheduling, travel arrangements, and office maintenance, with flexibility for after-hours support.

Qualifications

• 5-10 years experience in administrative function for a medium-sized facility.
• Excellent English communication skills (written & verbal).
• Strong MS Office skills (Word, Excel, PowerPoint).
• Knowledge of office management, safety/fire systems, physical security integration with IT security policies.
• Experience in personnel management, procurement, and basic finance processes.

Responsibilities

• Reception management and front-desk coordination.
• Coordinate client visits, travel, accommodation, and meetings.
• Receive and dispatch packages (FedEx, UPS, DHL).
• Mail collection and distribution.
• Maintain conference room reservations and ensure readiness for meetings.
• Maintain equipment and liaise with building management for upkeep.
• Maintain seat occupancy data.
• Arrange internal/external events as requested by location leadership.
• Billing and other admin duties as assigned by supervisor.

Skills

Administrative experience

English proficiency

Microsoft Office

Office management

Safety systems knowledge

Security integration with IT

Personnel management

Procurement basics

Finance/Accounting knowledge

Interpersonal skills

Organizational skills

Analytical thinking

Decision making

Multitasking

Proactive

Tools

Microsoft Word

Excel

PowerPoint

Job description

Executive Admin

Austin, TX

Fulltime - Need only independent VISA Holders

Job Description

Must Have Technical/Functional Skills

The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with TCS Management systems.

• 5-10 years experience in Administrative Function of a medium sized facility (> 300 associates) preferred.
• Should possess excellent English communication skills (written & verbal)
• Should have good computer skills: Microsoft Office (especially word, excel, power point etc.).
• Should have knowledge of: - (1) Office Management & Maintenance activities, (2) Safety, firefighting and fire control systems, (3) Physical security system and its integration with IT security policies / requirements, (4) Personnel management, (5) Purchase / Procurement processes, (6) Finance / Accounting processes etc.
• Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Should possess: - (1) Good organizational and planning skills, (2) Analytical and problem-solving skills, (3) Good and quick decision-making capability.
• Should be: (1) Proactive (2) Self-motivated (3) Flexible (4) Adaptive (5) Professional (6) Able to multitask, (7) Accessible on phone for any emergent requirement at the location and (8) Available for work outside of regular business hours if needed.

Roles & Responsibilities

The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with TCS Management systems. The responsibilities involve:

• Reception Management
• Receive clients & guest at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A. Corporate Office.
• Receive & dispatch Fedex, UPS, DHL and other packages
• Mail collection and distribution.
• Maintain conference room reservations, and ensure rooms are cleaned & ready for meetings.
• Maintain cleanliness and maintenance of Equipment of the location & liaison with Bldg management for the same.
• Maintain Seat Occupancy data.
• Arranging various events (in-house, as well as external) as requested by the location leadership (while abiding with all TCS Policies / Guidelines)
• Billing and any other Admin duties that may be required / assigned by Supervisor from time to time.