Administrative Assistant

Executive / Administrative Assistant

Our client, located in Frisco, is looking for an Executive / Administrative Assistant to join their team on a contract-to-hire basis. This position is 100% in-office. Key qualifications:

• Executive assistant experiences are required
• Will order office supplies, process expense reports, manage calendars, arrange travel, and coordinate with facilities
• Helpful to have any experience with purchasing / vendors / contracts, visa, and/or FMLA
• Experience using ADP WFN is preferred
• Must be able to wear manyhats and be organized

Summary: The general role of this position involves performing a wide range of management of all corporate administration functions at the corporate headquarters office of the company, including Board of Directors custodian of all official documents, facilities manager for corporate office, managing all corporate contracts, managing Houston administrative staff, and vendor relationship management. The position does have direct and indirect reports. The person in this role directly reports to the Chairman of the Board and indirectly to all Board of Directors.

Office Facilities Administration Management:

• Authorize purchase orders and work directives.
• Analyze discrepancies and unpaid client invoices/research and resolve differences and issues.
• Manage vendor relationships for corporate office services and assist with Houston branch office and lab facility administration functions.
• Manage lease administration of facilities, corporate, branch and lab.
• First point of management contract for any tenant improvements, including overseeing bid process and managing contractor – contract and permit inspections with local jurisdictions.
• Responsible for all periodic inspections with fire department, building services, etc.
• Responsible for maintaining regulatory compliance with all facility permits, ordinances, regulations, and lease compliance.
• Custodian of all facility documents for domestic and international locations.
• Responsible for equipping office with necessary furniture and equipment, negotiating and executing contracts for equipment and furniture purchases and/or leases, with delegated authority expenditure limits as routinely established by Board of Directors.
• Arrange and coordinate engagement activities, meetings and events to ensure maximum efficiency.
• 1st Responder to Emergency Point of Contact for Corporate office facility.

Office Administration Management:

• Manage and supervise administration support positions providing support to engineering staff in various capacities.
• Responsible for creating and managing workflow between admin support and engineering staff.
• Responsible for overseeing and managing the Independent Consultant program, including supervising onboarding, monthly invoice payment management, and contract relationship oversight, supervising the administrative person conducting the day-to-day tasks associated with the program.
• Exercising delegated authority for invoice approval at monetary levels authorized by the Board of Directors.
• Manage the company's U.S. federal government contracts administration and portal compliance.
• Corporate contract negotiation, approval for execution, and administration of all services, maintenance, facilities, supplies, vendors, and miscellaneous contracts.
• Manage corporate apartment leases and utilization of facilities.
• Manage corporate travel for company with delegated authority of expenditures for corporate travel approvals and travel expense authorization.
• Review, approve, and process vendor and service provider payables for both operations and client project costs.
• Supervise and manage all administrative support – temporary, contract and seasonal positions.
• Handle all immigration work Visas for all client work performed outside the U.S.
• Responsible for all capital expenditures related to office furniture and equipment.
• Administrator and custodian of all confidential files related to personnel travel documents; manages and handles all renewals of U.S. travel documents such as passports and other required international travel permits and authorization documents.

Executive Administration:

• Custodian and record administration for Board of Directors to include calendars and expense reports.
• Executive Assistant for all corporate level business matters.

Qualifications and Experience Requirements:

• Ability to work in the U.S.A. without sponsorship is required.
• A bachelor's degree in business administration, a plus but not required if more than 10 years of relevant experience.
• Minimum 5 years of relevant experience in facilities management, office administration management, and corporate executive level management support, if holds a relevant bachelor's degree.
• Experience managing outsource vendor relationships and facilities management.

Competencies:

• Experienced with Microsoft 365 – fluent with Word, Excel, Outlook, Adobe DC.
• Familiarity with ADP Workforce Now, preferred.
• Excellent communication skills, written and oral.
• Ability to rely on experience and judgment to plan and accomplish goals.
• Ability to work confidentially with minimal supervision.
• Strong business acumen and interpersonal skills.