Office Assistant (In-Person, Part-Time)

MIG Los Angeles; San Antonio (TX); On-site; USD 41,000 - 52,000; Part time

Benefits offered by this job

Flexible schedule

Sick time accrual

Job summary

MIG seeks an Office Assistant for our San Antonio location. This in-person, part-time role (~20 hours/week) supports office staff and leadership by handling general admin, timesheets, calendars, data entry in Deltek, and expense reporting. Flexible scheduling but requires presence in the office.

Prior event coordination experience a plus. Ideal candidate has strong communication skills, 5+ years of admin experience, and proficiency in Word/Excel.

Qualifications

• High school diploma or GED required.
• Comfortable working in-person 3–5 days/week.
• 5+ years in general office administration and events.
• Strong written and verbal communication for internal coordination.
• Ability to manage multiple tasks with deadlines.
• Professional, proactive, organized, and reliable.

Responsibilities

• Provide general administrative support to staff and leadership.
• Review and edit staff timesheets and manage approvals.
• Maintain office calendar and coordinate events.
• Handle data entry and updates in Deltek systems.
• Process expense reports and vendor payments.
• Assist with backup project admin duties and travel arrangements.

Skills

Office administration

Data entry

Calendaring

Timesheet review

Written & verbal communication

Microsoft Word

Microsoft Excel

Team collaboration

Education

High school diploma or GED

Tools

Deltek Vision/Vantage Point

Deltek

Google Workspace

Job description

Careers

Office Assistant (In-Person, Part-Time)

• Part Time
• San Antonio

We are seeking a part-time (~20 hours/week) administrative professional to be our San Antonio Office Assistant. This position is a 100% in-person position as you will need to be present to conduct administrative support to the staff and office management tasks, as well as to contribute to office culture. Up to 20 hours/week is anticipated and the schedule is flexible; the time of day worked is dependent on the candidate’s availability (e.g., Monday-Friday 9:00am-1:00pm. This position is ideal for someone looking for long-term, part-time work as it is not anticipated to transition to full-time.

Responsibilities

• Collaborative Teammate: You will work as part of a cross-office, cross-discipline team of both administrative staff and professional services/technical staff. The technical staff provide consultation to private non-profit, public agencies and private sector clients throughout the nation on projects that enhance community livability, support revitalization, and connect people with nature and culture. The administrative staff support our offices, business overall, and technical teams.
• Office Assistant Duties: As the Office Assistant, you will be a primary resource to the San Antonio staff in addition to coordinating with other administrative staff, office leadership, and our headquarters ("Business Office"). You will be responsible for miscellaneous office support and organization, including but not limited to:
  • General administrative functions: Assist the Principal and local team in managing daily administrative office functions (e.g., receiving guests/mail/phones/supplies orders/printing) and coordinate vendors for on-site janitorial and other building maintenance. You will also serve as primary contact for office staff for general administrative/office questions.
  • Timesheet review: Review, make edits to and approve staff timesheet entries.
  • Calendaring/events: Coordinate/manage office calendar, time off requests, and plan and execute office culture events.
  • Data entry: Complete various data entry tasks, including entries and updates to Deltek Resource Planning in coordination with Project Managers.
  • Expense report entries: Collect and verify expense receipts from staff, enter expenses into Deltek, submit expense report and backup to the Business Office for payment.
  • Back-up project admin duties: You may be asked to provide backup project administration duties, including contract signature facilitation, filling out forms, project meeting coordination, or making travel arrangements.

Qualifications

To accomplish these responsibilities, you will be able to manage competing priorities, think critically and creatively, work as part of a collaborative team in an open environment, and maintain a sense of humor and camaraderie. In addition, you will have some combination of the following qualifications:

• You have at least a high school diploma or GED.
• You are willing and able to work in-person at least three days/week and up to five days.
• You have at least 5 years of relevant experience in general office administration including reception, mailing, organization, cleanliness, team-building and events, tracking and completing general admin tasks, and more.
• Excellent skills in written and verbal communication for internal team coordination.
• You can prioritize multiple tasks with competing deadlines.
• You have a professional and approachable demeanor, positive attitude, and a sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and in a timely manner.
• You are trainable/coachable, can accept feedback, and is a proactive, organized, efficient, and adaptable teammate who can work under deadlines and is willing to pitch in to help others.
• You have software proficiency in Word and Excel (required). Experience using any accounting software, Deltek Vision/Vantage Point, or Google Suite is a plus.

MIG values diversity in the workplace and is an equal opportunity employer; we encourage candidates of all backgrounds to apply. Part-time employees are not eligible for benefits but will accrue sick time. Our teams enjoy a flexible work schedule, a rewarding work environment, and a creative atmosphere. The pay range for this position is $30-38/hour, depending on skills and experience. This position is not eligible for Visa sponsorship now or in the future; applicants must be legally authorized to work in the US without employer sponsorship. Candidates may be required to take a skills assessment in general administrative tasks.