Job Details

Overview

SUMMARY: The Administrative Assistant provides comprehensive administrative and operational support to the Project Director to ensure the efficient management of SERCOs Workforce Solutions regional operations. This role enhances the Directors capacity to meet programmatic, compliance, and performance goals by coordinating logistics, managing information flow, facilitating communication across internal and external stakeholders, and managing incoming requests (from clients, partners, corporate, and internal teams) to ensure timely execution and delivery of project commitments.

Duties and Responsibilities

• Adheres to the mission, vision, and values of SERCO.
• Provides high-level administrative support to the Project Director to enable strategic and operational efficiency.
• Manages the Project Directors calendar, meetings, travel arrangements, and project timelines to ensure timely execution of deliverables.
• Facilitates internal and external communication between the Project Director and regional offices, Board officials, TWC representatives, employers, and community partners through online tools such as Webex, Zoom, Teams, Dropbox, OneDrive, and Google Docs.
• Coordinates logistics and documentation for management meetings, stakeholder engagements, and compliance reviews.
• Assists with preparation, proofreading, and tracking of correspondence, board reports, performance dashboards, fiscal documents, and procurement files to support workforce program operations.
• Maintains the Project Directors files and records in an efficient, accessible distribution and retrieval system for audit readiness and compliance.
• Manages incoming requests on behalf of the Project Director (from clients, partners, corporate, and internal teams), tracks deadlines, and ensures timely completion and follow-through on deliverables.
• Assists with transcription of minutes for leadership team meetings and monitors follow-up action items to completion.
• Assists with budget tracking, travel forms, expense reports, and procurement documentation related to Project Director expenditures.
• Supports communication efforts, including maintaining social media posts, drafting communications, and coordinating webinar and training logistics for regional offices.
• Oversees routing, monitoring, and recording of incoming/outgoing correspondence; ensures proper escalation, response tracking, and filing.
• Supports the Director in facilitating annual schedules for staff development, employee training, procurement deadlines, and compliance monitoring.
• Completes operational and research tasks to support corporate initiatives, program development, and system innovation.
• Performs other duties as assigned to advance organizational objectives and support workforce system effectiveness.

Desired Knowledge, Skills and Abilities

• Demonstrated excellence in organizational and office management skills within both remote and virtual environments.
• Advanced proficiency in word processing, spreadsheets, databases, workflow mapping, research, social media, and online collaboration tools. Must be highly skilled in using software such as Office 365 (Outlook, Word, Excel, Publisher, PowerPoint, SharePoint, OneDrive, MS Planner, Visio), Boomerang, Dropbox, Google Docs, SurveyMonkey, Constant Contact, PDF Suite, DocuSign, and web design platforms (e.g., Wix or similar).
• Exceptional writing, editing, and communication skills.
• Bilingual (English/Spanish) required.
• Excellent interpersonal skills with the ability to work effectively with diverse internal and external stakeholders.
• Ability to work flexibly in both traditional office and home-based office environments.
• Requires discretion, confidentiality, and the secure handling of all corporate information and sensitive data/records.
• Must be willing and able to travel within the state of Texas.

Education and Experience

• Bachelors degree preferred; an equivalent combination of education and experience may be substituted.
• Minimum of three (3) years of experience providing administrative support to senior or executive-level management (e.g., CEO, Director, COO).
• Experience coordinating projects and supporting personnel management strongly desired.
• Professional demeanor and appearance required.

Special Requirements

• Must possess a valid Texas Drivers License and provide automobile liability insurance as required by the State of Texas.
• Must have access to reliable transportation in order to make required visits.

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.

1. PHYSICAL DEMANDS: While performing duties of the job, the employee is occasionally required to stand; walk; sit; for long periods of time. Employees 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 a display area.
2. WORK ENVIRONMENT: Fast paced, demanding physically and mentally, will be in constant communications.

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.