Senior Administrative Assistant — Multi-Manager Support

Southwest Research Institute; San Antonio (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

Southwest Research Institute in San Antonio, TX seeks an experienced administrative specialist to support seven Section Managers and staff with scheduling, travel, expense reports, and document preparation.

You will manage meetings, coordinate visitors, maintain files, review procedures, and proactively identify bottlenecks, proposing improvements while ensuring accuracy and compliance with ITAR requirements.

Qualifications

• Requires a high school diploma or equivalent.
• 10-15 years: Secretarial/administrative experience in technical or related field including personal and large group support.
• 10-15 years: Experience editing and formatting complex documents with figures, data tables, equations, and references; proficient in Word/Excel/PowerPoint.
• Excellent verbal and written communication skills for working with professional and technical staff and clients.
• Must prioritize tasks and manage multiple assignments with strong organizational skills.
• A valid/clear driver's license is required.
• Must be a U.S. person due to ITAR work in section.

Responsibilities

• Provide administrative support for seven Section Managers and staff, including meeting scheduling and calendar management.
• Coordinate travel arrangements and prepare/submit expense reports.
• Prepare and edit technical documents and review for accuracy and consistency.
• Organize meetings and events; maintain databases and administrative files.
• Coordinate/track action items and deadlines; support other staff in a team environment.

Skills

Meeting scheduling

Calendar management

Travel coordination

Expense reporting

Document editing

Outlook

Microsoft Word

Excel

PowerPoint

Education

High school diploma or equivalent

Tools

Outlook

Microsoft Word

Excel

PowerPoint

Job description

Southwest Research Institute in San Antonio, TX seeks an experienced administrative specialist to support seven Section Managers and staff with scheduling, travel, expense reports, and document preparation.

You will manage meetings, coordinate visitors, maintain files, review procedures, and proactively identify bottlenecks, proposing improvements while ensuring accuracy and compliance with ITAR requirements.