Administrative Assistant Job at Ambassador Services LLC in Houston

Primary Responsibilities and Key Deliverables:

·         Manage executives' calendars, including scheduling meetings, appointments, and travel arrangements.

·         Prepare and edit correspondence, reports, and presentations.

·         Coordinate internal and external meetings, including meeting agendas, minutes, and follow-up actions.

·         Handle confidential information with a high degree of discretion.

·         Act as a liaison between executives and internal teams or external stakeholders.

·         Monitor and manage incoming communications, prioritizing urgent requests.

·         Support executives in managing and tracking department budgets.

·         Assist with special projects and event coordination.

·         Manage case files and maintain accurate records in both physical and digital formats.

·         Communicate with clients, opposing counsel, and court personnel as needed.

·         Schedule and coordinate meetings.

·         Handle the intake and management of client communications.

·         Maintain office supplies and assist in office management tasks.

·         Cover front desk as needed for support in Customer Service.

·         Meeting note taking and distribution.

Required Skills and Competencies:

·         Ability to learn, apply and interpret knowledge of policies, procedures, practices, business theories and systems.

·         Extreme attention to detail and ability to coordinate and provide administrative support to multiple lines of business.

·         Ability to demonstrate a professional demeanor and promote business culture.

·         Ability to take ownership and accountability of the requirements of the job.

·         Must be able to communicate and collaborate with co-workers of all levels.

·         Must be able to take direction, think clearly and focus on safety in immediate surroundings for oneself and others, while properly using office equipment as instructed.

·         High level of attention to detail, take initiative, problem-solve independently or collaboratively, depending on the situation, and display personal organizational skills.

·         Proven ability to multi-task effectively in a fast-paced environment.

·         Strong verbal and written communication skills.

·         Proven ability to maintain confidentiality while adhering to Standard Operating Processes, procedures and systems access security of sensitive documentation and data entry.

·         Must be able to sit for long periods of time and occasionally stand and/or walk for short periods of time.

·         Must be reliable to be present on the job and able to meet client requirements during business hours.

·         Ability to travel if required to attend business support.

Physical Requirements:

·         Ability to lift light to moderate weight (up to 20 lbs.) for restocking and cleaning duties.

·         Ability to perform light cleaning tasks (bending, standing, lifting).

Minimum Education and Experience:

·         Bachelor’s degree preferred.

·         Previous experience in an office administrative role is preferred.

·         Basic cleaning experience or willingness to take on cleaning responsibilities.

·         Strong organizational and multitasking skills.

·         Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.

·         Excellent verbal and written communication skills.

·         Attention to detail and ability to work independently.

·         A positive attitude and willingness to contribute to a clean and efficient office environment.

·         Exceptional organizational and time-management skills.

·         Ability to manage multiple priorities in a fast-paced environment.

·         High level of professionalism and confidentiality.