Overview

Administrative Assistant III Jobs in Houston, TX at Airswift

Title: Administrative Assistant III

Company: Airswift

Location: Houston, TX

Airswift is looking for an Administrative Assistant III to support a major client in Houston, TX

Schedule: 5/40

The Administrative Assistant serves as a critical extension of the General Services function, supporting day-to-day operations that enable a secure, efficient, and highly coordinated workplace environment. This role goes beyond traditional administrative support by driving execution across events, expense and travel coordination, vendor engagement, and internal service delivery.

The position plays a key role in maintaining operational discipline, ensuring alignment with company policies, and supporting cross-functional collaboration across departments including Finance, HR, IT, Security, and Facilities. The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, high-visibility environment.

This role reports to the General Services Manager and operates within a centralized administrative support model.

Responsibilities

  • Office Administration and Admin Support
  • Maintain a highly organized and professional office environment aligned with company standards and expectations.
  • Serve as a central point of coordination for administrative requests, ensuring timely and accurate responses.
  • Draft, format, and manage professional communications, reports, presentations, and tracking tools with a high degree of accuracy and polish.
  • Support calendar coordination and meeting logistics, including room reservations, materials preparation, and stakeholder alignment.
  • Assist with document management and recordkeeping in alignment with internal governance practices.
  • Support intake and tracking of requests through established tools (e.g., shared mailboxes, forms, ticketing systems).
  • Event and Meeting Coordination (End-to-End Execution)
  • Plan and execute internal meetings and events from intake through closeout, including logistics, catering, room setup, and communications.
  • Coordinate with vendors and internal stakeholders to ensure seamless delivery and alignment with expectations.
  • Manage event budgets, approvals, and financial tracking.
  • Support consistent execution across locations and ensure adherence to company standards.
  • Capture lessons learned and feedback to continuously improve event delivery.
  • Travel Coordination and Support
  • Coordinate domestic and international travel arrangements, ensuring alignment with company policies and cost controls.
  • Support travel approvals, itinerary management, and troubleshooting.
  • Assist with post-travel expense reconciliation and documentation.
  • Expense, Procurement and Financial Coordination
  • Prepare and submit expense reports in compliance with company policies (AmEx, Concur, SAP), ensuring accuracy and proper documentation.
  • Track and monitor expenses against budgets, WBS elements, and cost centers.
  • Support procurement processes, including requisition creation, vendor coordination, and invoice tracking.
  • Coordinate with Finance to ensure timely and accurate vendor payments and resolve discrepancies.
  • Maintain organized records of receipts, invoices, and supporting documentation for audit readiness.
  • Vendor and Stakeholder Coordination
  • Serve as a liaison between internal teams and external vendors, ensuring clear communication and accountability.
  • Maintain awareness of active vendors, services, and points of contact.
  • Support vendor onboarding documentation and coordination as needed.
  • Risk Awareness and Operational Controls
  • Maintain a high level of awareness around company procedures, security practices, and fraud risks.
  • Ensure adherence to internal processes related to access, approvals, and financial controls.
  • Escalate issues, inconsistencies, or risks as appropriate.
  • Special Projects and Continuous Improvement
  • Support General Services initiatives, including process improvements, reporting enhancements, and operational efficiencies.
  • Assist in developing tools, templates, and tracking mechanisms to improve team effectiveness.
  • Contribute to a culture of continuous improvement and service excellence.

Requirements

  • Associate’s degree
  • 3+ years of Administrative Assistance experience
  • Strong organizational and multitasking skills with the ability to manage competing priorities.
  • High attention to detail with a strong focus on accuracy and follow-through.
  • Demonstrated ability to operate with discretion and handle confidential information.
  • Strong interpersonal skills with the ability to work across all levels of the organization.
  • Proactive mindset with the ability to anticipate needs and solve problems independently.
  • Experience with expense management systems (e.g., Concur, SAP) preferred.
  • Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook); experience with SharePoint or intake systems is a plus.
  • Ability to navigate ambiguity and operate effectively in a fast-paced, evolving environment.

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