Administrative Assistant Jobs in Austin, TX

What You Can Expect

The Sr Admin Assistant is responsible for providing administrative support to key stakeholders, facility management, visitor planning and coordination, procurement/purchasing tasks, and support for site Health, Safety and Environment (HSE) Initiatives.

This is an onsite position.

How You'll Create Impact

• Administrative & Executive Support
  • Provide comprehensive administrative support to key stakeholders, including calendar management, travel booking/logistics, and general site support
  • Support onboarding of new hires by coordinating site readiness and plans with relevant functions
  • Prepare and support internal visual communications (e.g., office newsletters) in collaboration with Communications and HR teams
  • Support line managers and leadership with facility-related projects and ad hoc site initiatives as required
• Facilities, Workplace & Employee Experience
  • Act as the primary point of contact for customers and visitors, delivering a world-class reception and customer service experience
  • Manage office reception, supplies, and overall facility operations to ensure smooth day-to-day functioning
  • Coordinate office, facility, and HSE-related vendor relationships (cleaning, repairs, facilities, security, HSE, etc.), including serving as a liaison with the landlord and Property Manager
  • Track facility-related expenses and budgets
  • Coordinate internal and external events, corporate tours, and branding activities, including all facility and site-related arrangements
  • Manage facility documentation, remote archiving, inventory, and administrative trackers
• Procurement, Purchasing & Logistics
  • Administer vendor and procurement processes, including vendor onboarding documentation, purchase order creation, invoice tracking, timely submission, and compliance with procurement policies
  • Coordinate purchasing activities for office, facility, and operational needs, supporting the procurement process from requisition through receipt of goods and services
  • Maintain procurement trackers, monitor order status and delivery timelines, and partner with internal stakeholders and suppliers to support timely fulfillment of business needs
  • Support inventory administration, shipping/logistics coordination, and related documentation to ensure efficient movement and tracking of materials and equipment
• Health, Safety & Environment (HSE), Security & Business Continuity
  • Support the administration and coordination of facility-related HSE, security, and business continuity programs in partnership with HR, Compliance, EHS subject matter experts, and other relevant stakeholders

This is not an exhaustive list of duties or functions and might not necessarily comprise all the essential functions for purposes of the Americans with Disabilities Act.

What Makes You Stand Out

• Strong interpersonal, customer service, organizational and communication skills
• Ability to multitask
• Friendly and upbeat demeanor
• Excellent computer skills with a high degree of proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
• Experience with billing and accounts receivable desirable

Your Background

• High School Diploma or equivalent and 4 years of relevant experience required.
• Preferred:
  • Bachelor's Degree
  • Experience with Netsuite and Jira.
  • Experience in FDA-regulated and/or ISO 13485 environments, preferably within the medical device industry.
  • Working knowledge of purchasing controls under 21 CFR Part 820, including Purchasing Controls (820.50).
  • Experience working with suppliers.
  • Familiarity with ERP/MRP systems, documentation control, and supporting audit/compliance activities.
  • Certification in import/export compliance, customs regulations, or international trade.Hazardous materials shipping certification (DOT, IATA, or IMDG).

Travel Expectations

Up to 10%

Expected Compensation Range

$24.50 - $30.75 / hour USD