Senior Administrative Assistant

Vinmar-International; Houston (TX); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health Insurance

Flexible Spending Account

Dental Insurance

Vision Insurance

Life Insurance

401(k) with company matching

Employee assistance program

Disability - company paid

Job summary

Vinmar International is looking for a highly organized Senior Administrative Assistant to support business operations in our Houston office. The ideal candidate will have strong administrative experience and exceptional organizational skills.

This role includes coordinating travel logistics, managing business documentation, and supporting conferences. Candidates should demonstrate professionalism and a commitment to outstanding administrative support, along with proficiency in Microsoft Office

Qualifications

• 3-4 years of experience in an administrative support role.
• Experience coordinating domestic and international travel arrangements.
• Knowledge of visa and travel documentation processes preferred.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience supporting meetings, conferences, or corporate events.

Responsibilities

• Provide comprehensive administrative support to managers and department leaders.
• Manage calendars, schedule meetings, and coordinate conference room bookings.
• Coordinate domestic and international travel arrangements.
• Assist employees with visa applications and travel documentation.
• Organize and support company conferences and trade shows.
• Prepare, edit, and format business documents using Microsoft Office.
• Maintain accurate records and filing systems.
• Process expense reports and administrative paperwork.

Skills

Organizational skills

Verbal communication

Written communication

Microsoft Office Suite

Customer service mindset

Travel coordination

Education

High school diploma

Associate's or Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Vinmar International is seeking a highly organized and proactive Senior Administrative Assistant to support business operations and leadership teams in our Houston office. This role is ideal for a detail-oriented professional with strong administrative experience, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced corporate environment.

The Senior Administrative Assistant will play a key role in coordinating travel logistics, managing business documentation, supporting conferences and meetings, and assisting with visa and passport processes for employees and visitors. The successful candidate will demonstrate professionalism, confidentiality, and a strong commitment to providing outstanding administrative support.

Key Responsibilities

• Provide comprehensive administrative support to managers and department leaders.
• Manage calendars, schedule meetings, and coordinate conference room bookings.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Assist employees with visa applications, passport renewals, travel documentation, and related requirements.
• Organize and support company conferences, trade shows, customer meetings, and corporate events.
• Prepare, edit, and format business documents, presentations, reports, and correspondence using Microsoft Office applications.
• Maintain accurate records, filing systems, and administrative documentation in both electronic and paper formats.
• Process expense reports, invoices, and other administrative paperwork as required.
• Serve as a point of contact for internal and external stakeholders, ensuring professional communication and timely responses.
• Coordinate visitor logistics, meeting materials, and hospitality arrangements.
• Manage office supplies and inventory, ensuring the office remains organized and operational.
• Support special projects and additional administrative initiatives as assigned.

• High school diploma required; Associate's or Bachelor's degree preferred.
• 3-4 years of experience in an Administrative Assistant, Senior Administrative Assistant, or related corporate support role.
• Experience coordinating domestic and international travel arrangements.
• Knowledge of visa, passport, and travel documentation processes preferred.
• Experience supporting meetings, conferences, trade shows, or corporate events.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong customer service mindset and interpersonal skills.
• Ability to handle confidential information with professionalism and discretion.
• Self-motivated, dependable, and able to work independently while collaborating effectively with teams.

• Health Insurance
• Flexible Spending Account
• Dental Insurance
• Vision Insurance
• Life Insurance - company paid and voluntary
• 401(k) with company matching
• Employee assistance program
• Disability - company paid