Office Administrative Assistant

NextGenEnergyJobs; Mesquite (TX); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Job summary

NextGenEnergyJobs is seeking an Administrative Assistant I to provide essential support across the office, helping with schedules, communications, and daily operations. You will coordinate calendars for senior leaders, prepare documents, and ensure smooth workflows in a fast-paced environment.

Ideal candidates have 2–4 years of experience, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• Associate’s degree in Business Administration or Office Management.
• 2–4 years of administrative or office support experience.
• Experience in a corporate or manufacturing environment.
• Renewable energy sector experience is advantageous.
• Proficient in Microsoft Office and office management software.

Responsibilities

• Provide general administrative support, including managing schedules, arranging meetings, and handling phone calls and emails.
• Coordinate and maintain calendars for senior management and other team members.
• Oversee day-to-day office operations, including managing supplies and coordinating with vendors.
• Organize and coordinate meetings, prepare agendas and minutes.
• Maintain accurate records and databases.
• Prepare, edit, and format documents, presentations, and reports.
• Act as liaison between departments and external contacts.
• Assist with projects, contributing to planning and execution.
• Handle sensitive information with discretion.

Skills

Strong organizational skills

Time management

Excellent communication

Multitasking

Education

Associate’s degree in Business Administration or Office Management

Tools

Microsoft Office Suite

Office management software

Job description

The Specialist I, Administrative Assistant will provide comprehensive administrative support to ensure the efficient operation of the office.

Key Responsibilities

• Administrative Support: Provide general administrative support, including managing schedules, arranging meetings, and handling phone calls and emails. Prepare and process correspondence, reports, and documents as needed.
• Calendar Management: Coordinate and maintain calendars for senior management and other team members. Schedule and organize meetings, appointments, and travel arrangements.
• Office Coordination: Oversee day-to-day office operations, including managing supplies, coordinating with vendors, and ensuring a clean and organized workspace. Handle incoming and outgoing mail and packages.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Ensure meeting rooms and equipment are set up and ready.
• Data Entry and Record Keeping: Maintain accurate records and databases, including employee information, project details, and financial documents. Enter and update data as required .
• Document Management: Prepare, edit, and format documents, presentations, and reports. Ensure that all documents are properly filed and accessible.
• Communication: Act as a liaison between departments and external contacts. Handle inquiries, resolve issues, and facilitate effective communication within the organization.
• Project Support: Assist with various projects and initiatives, providing administrative support and coordination as needed. Contribute to project planning and execution.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times .

Requirements

• -Education: Associate’s degree in Business Administration , Office Management, or a related field. Relevant certifications or additional training in administrative support are a plus.
• Experience: Minimum of 2-4 years of experience in an administrative or office support role, preferably within a corporate or manufacturing environment. Experience in the renewable energy sector is advantageous .
• Skills: Strong organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with senior management, colleagues, and external partners.
• Attention to Detail: High level of accuracy and attention to detail in handling administrative tasks, preparing documents, and managing records.
• Problem-Solving: Strong problem-solving skills, with the ability to anticipate needs and address issues proactively.
• Adaptability: Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Competitive salary and performance-based incentives
• Comprehensive health, dental, and vision insurance
• Retirement savings plan with company matching
• Paid time off, sick leave, and holidays
• Professional development and career growth opportunities
• Employee wellness programs and support services