SUMMARY: Functions as a key team member responsible for performing a variety of tasks related to administrative duties and providing support to management team.

DUTIES AND RESPONSIBILITIES:

• Adheres to the mission of SERCO by providing administrative support for operations.
• Facilitates logistical needs and communications between career centers through online tools (Webex, Zoom, Teams).
• Maintains project management schedules to anticipate operational support needs and ensures deadlines are met.
• Coordinates activities and schedules of events, including staff meetings and conference.
• Monitors, records, and routes incoming/outgoing correspondence, ensuring timely responses and follow-ups.
• Assists with the preparation, proofreading, and editing of reports, presentations, and correspondence.
• Maintains Project Director’s files in an accessible and efficient filing system, ensuring easy access for distribution.
• Transcribes meeting minutes and prepares follow-up action plans, tracking outcomes and expectations.
• Assists with forecasting and planning the annual staff development and employee training schedule, coordinating follow-up on training initiatives.
• Supports payroll processing, human resources, communications, and employee assistance efforts for the Project Director.
• Assists with procurement processes, including gathering quotes, coordinating vendor communication, and tracking procurement documents.
• Supports event planning for Youth Program events, ensuring logistical details are managed.
• Handles travel arrangements for the Regional Director and other staff, including booking accommodations, coordinating with the hotel, and ensuring all arrangements are finalized prior to staff arrival.
• Ensures meetings are set up properly, including arranging necessary equipment and ordering food when needed.
• Manages office supplies and ensures efficient use of resources within the career centers.
• Performs other duties as assigned, adapting to the evolving needs of the organization.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational and office management skills in a remote office environment or virtually.
• Proficient knowledge of word processing, spreadsheet, database, online tools and computer skills a must. Proficient knowledge and skill in using the following software or the like: Office 365, Outlook, Word, Excel, PowerPoint, SharePoint, and Dropbox.
• Must have excellent writing and editing skills.
• Bilingual (English/Spanish) required.
• Excellent interpersonal skills.
• Flexible to work in an office and home office environment.
• Discretion and confidentiality with all corporate information required as well as security of pertinent data/records.
• Must be able to travel within state of Texas.

EDUCATION AND EXPERIENCE:

• Associate's degree preferred.
• An equivalent combination of experience and education may substitute for degree.
• Three (3) years or more experience as an Administrative Assistant for management positions.
• Prior experience in supporting management positions desired.
• Prior experience in coordinating projects and personnel management is desired. Professional manner and appearance required.

SPECIAL REQUIREMENTS :

• Must possess and provide a valid Texas Driver’s License and Automobile Liability Insurance as required by the State of Texas. Must have access to reliable transportation in order to travel within service area.

Physical demands and work environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• PHYSICAL DEMANDS: While performing duties of the job, employee is occasionally required to stand; walk; sit; for long periods of time. Employee must be able to drive for extended periods of time. Employees must occasionally lift and /or move up to 25 pounds, must be able to set up display area.
• WORK ENVIRONMENT : Fast paced, demanding both, physically and mentally, and in constant communication.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.

General sign off: The employee is expected to adhere to all company policies and to act as a role model in the adherence to policies.

Equal Employment Opportunity Employer