Shared Services Admin Assistant

Randstad USA; Austin (TX); Presencial; USD 50.000 - 52.000; Jornada completa

Descripción de la vacante

Randstad USA is seeking an Experienced Shared Department Administrative Assistant to serve as a central operations hub across business units. You will manage calendars, documentation, budgets, and vendor coordination to ensure efficient shared services so teams can focus on core deliverables.

The role requires high discretion, strong communication, and the ability to interface with stakeholders at all levels. On-site in Austin, TX with standard 8:00–5:00 hours.

Formación

• Bachelor’s degree or equivalent professional experience.
• 4–7 years of administrative or shared services experience in a mid-to-large corporate environment.
• Advanced MS Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, data modeling, macro familiarity).
• Advanced PowerPoint skills (master slides, executive formatting, data visualization).
• Experience with ERP/financial tools (SAP, Oracle, Concur) and collaboration platforms (Teams, SharePoint).

Responsabilidades

• Calendar & meeting operations across multiple teams and time zones.
• Documentation & records management with version control and audit-ready archiving.
• Budget & financial support: track spend, reconcile ledgers, monitor invoices.
• Cross-functional communication: route requests and draft updates.
• Vendor & procurement: maintain vendor registries, renewals, quotes.
• Onboarding events: coordinate new-hire onboarding logistics and workshops.
• Process improvement: apply Lean/Kaizen to streamline workflows.
• Compliance & security: protect confidential information and retention policies.
• Special projects: research, data gathering, dashboards, intranet pages, exec presentations.

Conocimientos

Calendar management

Time management

Meeting coordination

Documentation management

Data analysis

Financial administration

Project coordination

Stakeholder management

Event planning and logistics

Data security awareness

Compliance

Technical proficiency

Vendor management

Educación

Bachelor’s degree (required)

Herramientas

Excel

PowerPoint

SAP

Oracle

Concur

Microsoft Teams

SharePoint

Descripción del empleo

The Shared Department Administrative Assistant serves as the central operational hub across multiple business units. From complex scheduling and document governance to budget tracking and vendor coordination, you will ensure shared services function efficiently so departmental teams can focus on their core deliverables.

This role requires advanced organizational acumen, a high level of discretion, and the ability to interface effectively with stakeholders across every level of the organization.

Qualifications & Competencies

• Education: Bachelor’s degree in Business Administration, Management, or a related field (or equivalent professional experience).
• Experience: 4–7 years of administrative or shared services experience in a mid-to-large corporate environment, with proven cross-departmental coordination experience.
• Technical Proficiency:

• Advanced Microsoft Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, data modeling, macro familiarity).
• Advanced PowerPoint skills (master slides, executive formatting, data visualization).
• Familiarity with enterprise ERP/financial tools (e.g., SAP, Oracle, Concur) and collaboration platforms (Microsoft Teams, SharePoint).

• Core Competencies:

• Exceptional time management, prioritization, and multitasking skills under minimal supervision.
• Professional written and verbal communication skills; adept at tailoring messaging to diverse audiences.
• High emotional intelligence and diplomatic stakeholder management skills.
• Familiarity with Lean, Six Sigma, or Kaizen continuous improvement methodologies is a plus.

Physical & Work Environment Demands

• Mobility & Office Traversal: Ability to move around office buildings to deliver messages, distribute small packages, greet guests and visitors, or retrieve office supplies.
• Flexibility & Posture: Occasional bending, stooping, or reaching to access low shelves, lower drawers, or standard filing cabinets.
• Lifting & Material Handling: Ability to lift, carry, and move light to moderate loads (typically 10–25 lbs), such as boxes of printer paper, inbound courier packages, or office supply shipments.
• Stationary Work: Prolonged periods of sitting or standing at a desk while operating standard office machinery and computer equipment.
• Facility Environment: Work is conducted entirely on-site within a certified smoke-free facility.

salary: $36 - $38 per hour
shift: First
work hours: 8 AM - 5 PM
education: Bachelors

Key Responsibilities

Calendar & Meeting Operations: Manage multi-team calendars across time zones. Coordinate hybrid/onsite meeting logistics, draft agendas, take minutes, and track action items.

Documentation & Records: Maintain digital repositories (SharePoint/Drive) with strict version control, standardized naming, and audit-ready archiving for SOPs and charters.

Budget & Financial Support: Track departmental spend across cost centers, reconcile monthly ledger entries with Finance, monitor invoices, and flag budget variances.

Cross-Functional Communication: Serve as first point of contact for internal inquiries, route requests, and draft operational updates, memos, and intranet announcements.

Vendor & Procurement: Maintain vendor registries, support contract renewals, compare quotes, and oversee supply inventory and orders.

Events & Onboarding: Coordinate new-hire onboarding logistics (workspaces, IT provisioning) and organize workshops and team events from booking to wrap-up.

Process Improvement: Audit administrative workflows and apply Lean/Kaizen methods to eliminate bottlenecks and automate manual tasks.

Compliance & Security: Safeguard confidential information, maintain record retention policies, and pull files for internal/external audits.

Special Projects: Conduct research, gather data, and help build tracking dashboards, intranet pages, and executive presentations.

The essential functions of this role include

• working in a smoke free environment
• manual lifting up to 25lbs

Skills

• Calendar and Time Management
• Meeting Coordination
• Project Coordination
• Documentation Management
• Knowledge Management
• Financial Administration
• Stakeholder Management
• Event Planning and Logistics
• Process Improvement
• Data Security Awareness
• Compliance
• Data Analysis
• Technical Proficiency

Qualifications

• Years of experience: 3 years
• Experience level: Experienced

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

Experience

• Experienced
• 3 years

Education

• Bachelors (required)