Executive Assistant & Office Operations

Destructable Inc; Amarillo (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

Destructable Inc. in Amarillo, TX seeks an experienced Administrative Assistant to support the CEO and leadership team. You will manage calendars, prepare documents, handle calls, and maintain digital and physical filing systems.

The role covers office operations, supply procurement, travel coordination, HR onboarding support, and coordination of meetings and events, contributing to a professional, organized office that reflects the company's culture.

Qualifications

• 2+ years of experience in an administrative assistant, office coordinator, or similar support role.
• Strong proficiency in Microsoft Office including Word, Excel, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple tasks simultaneously.
• Valid driver's license with a reliable personal vehicle for local errands.
• Discreet and trustworthy, comfortable handling confidential information with professionalism.
• Positive, can-do attitude with the ability to adapt quickly in a growing company environment.

Responsibilities

• Provide day-to-day administrative support to the CEO, and other members of the leadership team.
• Manage calendars, schedule meetings, and coordinate appointments across internal and external stakeholders.
• Prepare, proofread, and format documents, correspondence, reports, and presentations.
• Answer and route phone calls, emails, and other communications in a professional and timely manner.
• Maintain organized physical and digital filing systems for company documents, contracts, and records.
• Assist with preparation of meeting agendas, take meeting notes, and track action items to completion.
• Greet and assist visitors, vendors, and clients who come to the office.
• Monitor and maintain office supply inventory, placing orders proactively to ensure the office is always fully stocked.
• Keep the kitchen, break room, and common areas stocked with snacks, beverages, and other office provisions.
• Track inventory levels and anticipate restocking needs before they become shortages.
• Manage relationships with office supply vendors and delivery accounts.
• Ensure common areas, conference rooms, and shared spaces are clean, organized, and presentable at all times.
• Coordinate maintenance requests and office equipment upkeep as needed.
• Run office errands as needed including supply runs, post office trips, bank deposits, and vendor pickups.
• Pick up lunch or meals for the team and leadership as requested.
• Coordinate food and beverage orders for team meetings, events, and office gatherings.
• Assist with shipping and receiving of packages, mail, and deliveries.
• Support crew travel coordination including lodging, transportation bookings, and per diem documentation.
• Assist the HR and operations teams with onboarding logistics, new hire paperwork coordination, and employee file maintenance.
• Assist with data entry, tracking spreadsheets, and maintaining internal databases.
• Help prepare and submit routine forms, applications, permits, and compliance documents as directed.
• Support the Chief of Staff with special projects, research tasks, and operational initiatives as needed.
• Assist with accounts payable tasks including coding invoices, routing for approval, and basic bookkeeping support.
• Serve as a reliable point of contact for internal staff, vendors, subcontractors, and clients reaching out to the office.
• Coordinate logistics for company events, team meetings, and site visits.
• Draft routine internal and external correspondence on behalf of leadership as directed.
• Maintain a professional, welcoming office environment that reflects Destructable's culture and values.

Skills

MS Office

Communication

Organization

multitasking

Driver's license

Confidentiality

Adaptability

Tools

Microsoft Office

Job description

Destructable Inc. in Amarillo, TX seeks an experienced Administrative Assistant to support the CEO and leadership team. You will manage calendars, prepare documents, handle calls, and maintain digital and physical filing systems.

The role covers office operations, supply procurement, travel coordination, HR onboarding support, and coordination of meetings and events, contributing to a professional, organized office that reflects the company's culture.