Job Description

Job Title: Administrative Assistant

Location: Dallas, TX

Pay: $25-30/hr - W2 Only

Industry: Financial Services

Contract Type: 6 Months Contract, W2

Job Summary:

We are seeking an experienced Administrative Assistant to provide high-level administrative support in a fast-paced, team-oriented environment. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage complex calendars, coordinate travel, and interact with senior executives and clients professionally. The ideal candidate has experience supporting leaders in financial services, government, or other high-pressure environments.

Key Responsibilities:

• Provide proactive administrative support to multiple executives and teams across different time zones
• Manage complex calendars with scheduling across global time zones, prioritizing meetings and coordinating phone/video conferences
• Handle a high volume of calls, take accurate messages, and interact with clients and senior stakeholders in a professional manner
• Coordinate domestic and international travel arrangements, including visa processing and itinerary management
• Prepare and submit expense reports and vendor invoices using platforms like SAP Concur
• Schedule internal and client-facing meetings, book conference rooms and catering, and manage guest registration
• Perform general administrative duties including scanning, copying, filing, mailing, archiving, and handling ad hoc projects
• Maintain the confidentiality of sensitive client and company information
• Stay informed on team priorities and offer backup coverage to other assistants when needed
• Ensure all activities adhere to compliance regulations and internal approval protocols

Required Qualifications & Skills:

• 3-5 years of administrative experience , preferably supporting executives in financial services, government, or a similarly demanding sector
• Strong discretion and ability to handle highly confidential information
• Excellent organizational skills and attention to detail with the ability to manage multiple priorities in a high-pressure environment
• Strong interpersonal skills with a professional demeanor and ability to work effectively within a team, both locally and globally
• Calm under pressure with strong problem-solving and independent decision-making skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Zoom
• Experience with expense reporting systems, ideally SAP Concur
• Excellent written and verbal communication skills
• Self-starter with strong anticipation skills and a proactive attitude
• A high degree of integrity, professionalism, and diplomacy

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