Administrative Assistant

Houston, TX

Full Time

DePelchin Family Services

Experienced

Position: Administrative Assistant
Classification: Full-time, Non-Exempt
Pay Rate: $23 - $26 hourly
Reports to: Executive Assistant
Company: DePelchin Family Services
Location: Houston, TX

Position Description:
DePelchin is looking for an Administrative Assistant who is proactive, self-motivated and results oriented. The successful candidate will someone who consistently demonstrates reliability and a strong work ethic. The Administrative Assistant will provide administrative support to the executive leadership team under the direction of the Executive Assistant. This role involves managing schedules, coordinating meetings, preparing reports, and handling communication on behalf of the executive team.

Primary Responsibilities:

Calendar & Schedule Management:

Manage the executive team's calendar, scheduling meetings, appointments, and travel arrangements.
Prioritize and ensure appropriate time allocation for high-level meetings and engagements.

Communication & Correspondence:

Act as the point of contact between executives and internal/external clients.
Screen, prioritize, and respond to emails, phone calls, and other correspondence on behalf of the executive office.
Prepare and edit letters, reports, memos, and presentations.

Meeting Preparation:

Organize and coordinate meetings, including preparing copies, arranging logistics, and ensuring all materials are available.

Receptionist Support:

Welcome and act as a point of contact for Executive Office visitors
Answer, screen, and direct incoming calls

Document Preparation & Filing:

Draft, proofread, and format documents and presentations for executive review.
Maintain and organize confidential files and records.

Office Management:

Handle general office duties, such as ordering supplies, maintaining office equipment, and managing vendors.
Coordinate with the facilities team for office setup and maintenance needs.

Special Projects:

Assist with special projects and initiatives led by the executive team.
Conduct research, gather data, and prepare reports as needed.

Required Qualifications:

High school diploma or equivalent.
Three (3) years of experience as an administrative assistant, preferably supporting C-level executives.

Preferred Qualifications:

Experience in the non-profit industry is a plus.

Knowledge, Skills, and Abilities:

Strong organizational and multitasking skills with attention to detail.
Excellent written and verbal communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to manage complex calendars and prioritize tasks effectively.
Discretion and confidentiality in handling sensitive information.
Strong problem-solving skills and the ability to anticipate the needs of executives.
Proactive and able to work independently.
Adaptable to changing priorities and fast-paced environments.
Strong interpersonal skills and the ability to work well with all levels of staff and external contacts.

Work Conditions:

Environment: Office
Range of Schedule: Mon – Fri, 8:00 am to 5:00 pm
Travel: None

DePelchin is Proud to be an Equal Opportunity Workplace.

DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.

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Administrative Assistant

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