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About the Role
The Executive Assistant / Office Administrator provides direct executive support to the CEO and administrative support to the Austin office team, managing calendars, travel, meetings, correspondence, and office operations. This role also handles receipt management, mail handling, crew lodging, company-vehicle readiness, and vendor setup, requiring discretion and strong follow-through.
Responsibilities
- Manage the CEO's calendar, including scheduling, confirming meetings, and resolving conflicts.
- Book and manage travel arrangements for the CEO and Austin office team, including itineraries and expense reconciliation.
- Prepare agendas, take meeting minutes, and track action items for leadership and quarterly meetings.
- Draft, proofread, and format correspondence, memos, and presentations.
- Screen and route calls, email, and visitors, responding to routine requests.
- Handle confidential matters with discretion.
- Serve as the first point of contact for the Austin office, greeting visitors and managing deliveries.
- Maintain a professional, safe, and organized workspace.
- Order and track office supplies, kitchen supplies, and equipment within budget.
- Manage vendor relationships for office services.
- Maintain filing systems, document retention, and shared digital folders.
- Coordinate office logistics such as lunches, team events, and conference room scheduling.
- Maintain office equipment inventory and coordinate IT support tickets.
- Collect, organize, and file receipts for company purchases and credit card charges.
- Submit organized receipt packets to accounting on a monthly schedule.
- Manage the office mailbox and P.O. box, including sorting, scanning, and routing mail.
- Prepare and send outgoing mail, courier packages, and certified mailings.
- Book and manage crew lodging, serving as the primary contact with lodging hosts.
- Keep the company vehicle clean, fueled, serviced, and ready for use.
- Coordinate equipment and truck rentals.
- Collect W-9s and certificates of insurance from new vendors and subcontractors.
- Set up new vendors with Accounting and maintain vendor compliance files.
- Maintain contact lists, org charts, and the company calendar.
- Coordinate company-wide announcements and employee communications.
- Keep standard templates, forms, and letterhead current and brand-correct.
Requirements
- Three or more years of experience as an executive assistant, office administrator, or office manager.
- Construction, engineering, or field-services experience preferred.
- Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive).
- Experience with DocuSign or Procore a plus.
- Excellent written and verbal communication skills.
- Strong attention to detail and proofreading skills.
- Proven ability to balance executive priorities with team requests, meet deadlines, and work independently.
- Demonstrated discretion with confidential information.
- High school diploma or equivalent required.
- Associate or bachelor's degree preferred.
- Valid driver's license and clean driving record.
- Ability to pass a background check.
Skills
- Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive)
- DocuSign (a plus)
- Procore (a plus)
- Attention to detail
- Proofreading
- Discretion with confidential information
- Calendar management
- Travel booking
- Meeting minute taking
- Correspondence drafting
- Office administration
- Vendor management
- Record keeping
- Communication (written and verbal)
Location
- Austin, TX Office (On-Site)
Work Type
- Part-Time
- On-Site
- Hourly
Experience Level
- Three or more years of experience
Education Level
- High school diploma or equivalent
- Associate or bachelor's degree preferred
Salary/Compensations
- $20.00 – $30.00 per hour
Equal Opportunity
- FacilityIG is an equal opportunity employer and will provide reasonable accommodations to qualified individuals with disabilities in accordance with the ADA.