Senior Administrative Coordinator - Travel, Meetings & Docs

Vinmar International; Houston, Northern (TX, KY); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health Insurance

Flexible Spending Account

Dental Insurance

Vision Insurance

Life Insurance - company paid and Vol

401(k) with company matching

Employee assistance program

Disability - company paid

Job summary

Vinmar International in Houston is seeking a Senior Administrative Assistant to support leadership teams and operations. The role emphasizes organization, confidentiality, and handling multiple priorities in a fast-paced corporate environment.

The ideal candidate will coordinate travel, manage documentation, assist with conferences and visa processes, and maintain accurate records while delivering professional communication to internal and external stakeholders.

Qualifications

• 3-4 years of experience in an Administrative Assistant or related corporate support role.
• Experience coordinating domestic and international travel arrangements.
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook and PowerPoint.

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.

Skills

Multitasking

Attention to detail

Communication

Education

High school diploma

Associate’s degree

Bachelor’s degree

Tools

Word

Excel

Outlook

PowerPoint

Job description

Vinmar International in Houston is seeking a Senior Administrative Assistant to support leadership teams and operations. The role emphasizes organization, confidentiality, and handling multiple priorities in a fast-paced corporate environment.

The ideal candidate will coordinate travel, manage documentation, assist with conferences and visa processes, and maintain accurate records while delivering professional communication to internal and external stakeholders.