GENERAL CLERK 3 - Administrative Support

Southwest Research Institute; San Antonio (TX); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

First paycheck bonus $500

Job summary

Southwest Research Institute in San Antonio, TX seeks a detail-oriented Secretary to provide high-level administrative support to directors and senior leaders. You will manage calendars, prepare agendas, handle travel logistics, and assist with events while maintaining strict confidentiality.

The role requires 4–6 years of admin experience, strong Microsoft Office skills, and a proactive approach to streamline operations. US citizenship and ability to obtain security clearance are preferred.

Qualifications

• Requires a high school diploma or equivalent.
• 4–6 years of general administrative duties and office procedures.
• Experience with word processing, databases, and spreadsheets; strong grammar and spelling.
• Must be dependable, self-motivated, and able to work with others.

Responsibilities

• Manage and maintain Outlook calendars for leadership.
• Review correspondence for accuracy and route for approval.
• Coordinate division events, client visits, and travel logistics.
• Prepare meeting agendas and record minutes.
• Assist leadership with daily meetings and travel tracking.

Skills

Calendar management

Attention to detail

Discretion with confidential info

Communication

Team collaboration

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Who We Are:

We are R&D problem-solvers providing independent, premier services to government and industry clients; since 1947 we work toward the betterment of humankind, pushing the boundaries of science and technology to develop solutions. By joining our team you will receive an additional $500.00 in your first paycheck, minus applicable taxes. We are seeking a Secretary to provide high-level administrative support to our Directorates and senior leadership. This individual should bring a strong work ethic, take initiative, and offer experience-based insights to help improve administrative operations.

Objectives of this Role:

• Provide comprehensive administrative support in a fast-paced environment.
• Act as a liaison between internal/external stakeholders.
• Handle confidential information with discretion and professionalism.
• Identify opportunities to streamline administrative tasks and implement best practices.
• Posses high proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills, attention to detail, and time management.
• Function as a contributing member of the team and provide excellent customer service while maintaining a strong sense of urgency.

Daily and Monthly Responsibilities:

• Manage and maintain Microsoft Outlook calendars to ensure effective time management.
• Review division correspondence for accuracy and grammar, and route it to management for approval.
• Assist with division events and client visits, including coordinating and ordering client lunches, and handling division meeting setup and breakdown.
• Schedule and organize meetings, prepare agendas, and record/distribute meeting minutes.
• Assist division leadership with managing their calendars and daily meetings.
• Process reimbursement requests and vendor invoices for payment.
• Perform additional duties as assigned by the Manager and division leadership.
• Track, process, and follow up with division staff on all matters related to business travel.
• Schedule hotels, car rentals, and airfare for division staff.

Requirements:

• Requires a high school diploma or equivalent.
• 4-6 years: General administrative duties: familiarity with general office procedures; use of office equipment such as reproduction equipment, & telephone systems.
• 4-6 years: Understanding of business office functions: use of common word processing, database, and spreadsheet software use of correct grammar, spelling & punctuation rules.
• 4-6 years: Must possess basic organizational skills, work well with others, dependable, self-motivated.
• Existing security clearance preferred but not required; must be able to obtain a security clearance.
• A valid/clear driver's license is required.

Special Requirements:

• Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information.
• Applicant must be a U.S. citizen.

Job Locations:

San Antonio, Texas

Military Friendly:

Your military experience may apply to this position

Equal Employment Opportunity:

An Equal Employment Opportunity Employer: race, color, religion, sex, national origin, disability, and veteran status.

Additional Information:

For more information about this division, visit the Applied Power home page.