Executive Administrative Assistant

Soni; Austin (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Soni is seeking a proactive Administrative Assistant to support daily corporate office operations and provide administrative support across the business. This role requires initiative, organization, and a professional, service-oriented demeanor.

The ideal candidate will coordinate meetings, calendars, expenses, vendors, and onboarding logistics while maintaining a polished office environment and contributing to process improvements.

Qualifications

• 3-5 years of administrative and office coordination experience.
• Ability to manage calendars and coordinate meetings.
• Strong written and verbal communication.
• Experience handling confidential information.

Responsibilities

• Oversee day-to-day office operations, including supplies, facilities, vendors, and shared workspaces.
• Maintain an organized, professional, and welcoming corporate office environment.
• Coordinate company meetings, leadership meetings, employee events, catering, and celebrations.
• Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
• Prepare and process expense reports, organize receipts, and track expense documentation.
• Prepare, proofread, and format correspondence, presentations, reports, and spreadsheets.
• Maintain organized electronic files, records, contact lists, and administrative trackers.
• Support leadership and various departments with administrative projects and special assignments.
• Assist with employee onboarding logistics, office visitors, and general employee requests.

Skills

Administrative experience

Organizational skills

Time management

Communication skills

Independent work

Attention to detail

Tools

MS Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Job description

A growing organization is seeking a proactive, highly organized Administrative Assistant to support daily corporate office operations and provide administrative support across the business.

The ideal candidate is self-directed, resourceful, and comfortable managing changing priorities. Someone who takes initiative, recognizes what needs attention, stays productive during slower periods, and doesn't require constant direction.

This role will coordinate office operations, meetings, events, calendars, expenses, vendors, and general administrative needs. The right person is professional, approachable, detail-oriented, and always willing to step in where needed.

Key Responsibilities

• Oversee day-to-day office operations, including supplies, facilities, vendors, and shared workspaces.
• Maintain an organized, professional, and welcoming corporate office environment.
• Coordinate company meetings, leadership meetings, employee events, catering, and celebrations.
• Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
• Prepare and process expense reports, organize receipts, and track expense documentation.
• Prepare, proofread, and format correspondence, presentations, reports, and spreadsheets.
• Maintain organized electronic files, records, contact lists, and administrative trackers.
• Support leadership and various departments with administrative projects and special assignments.
• Assist with employee onboarding logistics, office visitors, and general employee requests.
• Proactively identify opportunities to improve office organization and administrative processes.

What You'll Bring

• 3-5 years of administrative, corporate office, office coordination, or executive support experience preferred.
• Strong organizational, prioritization, and time-management skills.
• Self-starter mentality with the ability to work independently and take initiative.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Professional, approachable, and service-oriented demeanor.
• Ability to handle confidential information appropriately.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating meetings, events, expenses, and vendors preferred.
• Ability to adapt to changing priorities and remain productive during varying workloads.

What Success Looks Like

• Keeps the corporate office organized, welcoming, and running smoothly.
• Anticipates needs and takes ownership without waiting for direction.
• Follows through on outstanding tasks and communicates effectively.
• Prioritizes competing responsibilities while remaining flexible.
• Uses slower periods productively to organize, prepare, and improve processes.
• Looks for opportunities to support others and take administrative tasks off their plates.