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Administrative Assistant – Advanced

ICONMA

Key Facts

Remote From: 
Texas (USA)
Full time
Mid-level (2-5 years)
English

Other Skills

  • •
    Organizational Skills
  • •
    Time Management
  • •
    Verbal Communication Skills
  • •
    Detail Oriented
  • •
    Non-Verbal Communication
  • •
    Professionalism
  • •
    Reliability

Roles & Responsibilities

  • Associate’s or Bachelor’s degree preferred, or equivalent professional experience
  • 4+ years of experience in an executive administrative or senior administrative support role
  • Strong proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Teams, SharePoint)
  • Experience supporting senior leaders in complex, fast‑paced organizations

Requirements:

  • Provide day‑to‑day administrative support to the VP of US Field Service Operations and Executive Account Lead
  • Manage a complex executive calendars, including meeting scheduling, prioritization, and coordination across multiple time zones
  • Coordinate agendas, materials, and logistics for leadership meetings and reviews
  • Maintain organized filing systems for documents, presentations, and records

Job description

Our Client, a Material Engineering company, is looking for an Administrative Assistant – Advanced for their Austin, TX/Remote location.
 
Responsibilities:
  • Executive Administrative Support
  • Provide day‑to‑day administrative support to the VP of US Field Service Operations and Executive Account Lead
  • Manage a complex executive calendars, including meeting scheduling, prioritization, and coordination across multiple time zones
  • Coordinate agendas, materials, and logistics for leadership meetings and reviews
  • Manage correspondence, requests, and information flow, escalating issues as appropriate
  • Operational & Business Support
  • Support preparation and organization of:
  • Staff meetings and leadership forums
  • Quarterly business reviews (QBRs)
  • Operational reviews and management updates
  • Assist with the creation, editing, and formatting of presentations, reports, and briefing materials
  • Track action items, follow‑ups, and deliverables from meetings
  • Communications & Coordination
  • Serve as a liaison between the VP and:
  • Field Service leaders and regional managers
  • Customer Engineering, Operations, HR, Finance, and Facilities teams
  • Distribute communications and ensure timely follow‑up on administrative requests
  • Maintain organized filing systems for documents, presentations, and records
  • Field Service & Site Interaction
  • Coordinate administrative needs related to field service operations and customer site activities
  • Support communication related to customer visits, operational updates, and leadership travel
  • Maintain awareness of field service organization structures, schedules, and operational cadence
  • Confidentiality & Professional Support
  • Handle sensitive business, employee, and customer information with discretion
  • Represent the VP and the Field Service organization with professionalism and sound judgment
  • Build effective working relationships with senior leaders and administrative partners
 
Requirements:
  • Associate’s or Bachelor’s degree preferred, or equivalent professional experience
  • 4+ years of experience in an executive administrative or senior administrative support role
  • Experience supporting senior leaders in complex, fast‑paced organizations
  • Strong proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Teams, SharePoint)
  • Preferred
  • Experience supporting field service, manufacturing, semiconductor, or customer‑facing technical organizations
  • Experience coordinating across multiple sites or geographically distributed teams
  • Familiarity with operational or business review processes
  • Key Competencies
  • Strong organizational and time‑management skills
  • Attention to detail and follow‑through
  • Effective written and verbal communication
  • Ability to manage competing priorities and shifting schedules
  • High level of discretion, professionalism, and reliability
  • Service‑oriented, collaborative mindset
 
Why Should You Apply?  
 
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