Job Details

We are seeking a detail-oriented and proactive Administrative Assistant to join our team. This key team member greets office visitors, answers and transfers incoming calls, and coordinates client scheduling. The Administrative Assistant provides support by handling the day-to-day office administrative tasks, ensuring firm operations are organized and running smoothly. This is a 100% on-site position located in Houston, TX.

This position is based at the front desk and serves as the first point of contact for clients and visitors. It is a full-time, in-person role that requires strong organizational skills, professionalism, and the ability to manage a variety of administrative and office management tasks.

• Direct Hire Salary: $55,000-$65,000, plus 10-15% discretionary performance bonus
• Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

• Manage client scheduling and calendar coordination.
• Answer and transfer incoming calls to the main line.
• Greet clients and visitors, offer a beverage upon arrival, and validate parking upon departure.
• Maintain a clean, organized, and client-ready office and conference rooms.
• Order office supplies, maintain inventory, and coordinate with vendors.
• Liaise with building property management for maintenance or facility needs.
• Process and distribute incoming and outgoing mail daily.
• Assist with technology setup for new hires and office equipment as needed.
• Plan and coordinate internal events, including quarterly staff meetings, holiday parties, and retreats.
• Perform other administrative and office management tasks as needed.

• Support the pre-onboarding process for all hires.
• Coordinate with IT to ensure AWS workspace, technology, and logins are fully set up prior to the first day.
• Manage and facilitate first-day onboarding and orientation, including:
  • Conducting office tours and team introductions.
  • Walking through technology, systems, and tools with new hires.

• Assist with processing and paying invoices as needed.
• Accounts payable.

• Process Redtail workflows for internal updates and client account changes.
• Assist with maintaining and updating the company scorecard, tracking key metrics, and ensuring timely reporting.
• Scan and file electronic documents, and update tracking logs and reports.

• Manage personal scheduling and calendar coordination for the President/CIO
• Organize travel arrangements and itineraries.
• Run occasional errands.

• Availability to work in-office during business hours (Monday-Friday).
• Must be able to plan PTO around important company meetings.
• Bachelor's degree strongly preferred.
• Minimum of 3 years' administrative experience in a professional office environment.
• Experience managing multiple calendars.
• Technology savvy; proficient in Microsoft Office Suite (Outlook, Word, Excel, MS Teams).
• Excellent written and verbal communication skills.
• Attention to detail with excellent organizational and time management skills.
• Resourceful and proactive work style with strong sense of ownership and follow-through.
• Ability to prioritize, multi-task, and bring timely resolution to issues.
• Positive, can-do attitude and approachable manner.
• Confident, poised, and professional in appearance.