Nighthawk
Administrative Assistant to Office Manager
Nighthawk, Port Arthur, Texas, United States, 77640
Job Description: Administrative Assistant to the Office Manager
Position: Administrative Assistant to the Office Manager
Schedule: Starting at part-time - 20 hours per week, with possibility of up to 40 as needed
Overview:
We are seeking a highly organized, detail-oriented Administrative Assistant to support the Office Manager in coordinating day-to-day operations across multiple business entities. This is a part-time, flexible position ideal for someone who thrives in an ever-changing, busy environment while maintaining accountability and responsiveness. The ideal candidate will be proactive, adaptable, a multi-tasker, who is comfortable working in a fast-paced setting where accuracy, confidentiality, and efficiency are critical.
Job skills and assignments
may vary depending on company needs.
Key Responsibilities:
Administrative Support
- Assist the Office Manager with daily administrative functions and office coordination.
- Manage calendars, appointments, and scheduling.
- Draft, proofread, and distribute internal correspondence and documents.
- Maintain organized filing systems and records (both digital and physical).
- Facilitate communication and collaboration through Microsoft Teams.
Operational Support:
- Prepare and maintain spreadsheets, reports, and tracking documents in Microsoft Excel.
- Draft professional documents, letters, and forms using Microsoft Word.
- Support payroll data entry and workers' compensation reporting.
- Handle new employee onboarding, including entering employee data into Paylocity.
- Maintain accurate employee files and ensure compliance with company processes.
Payroll & Compliance Support:
- Sort, review, and distribute mail correctly within the company.
- Process and ensure timely payment of tolls and company-related expenses.
- Enter and process child support wage garnishments accurately.
- Assist in responding to and tracking unemployment claims.
Project & Office Support:
- Help monitor project deadlines and deliverables.
- Support the preparation of presentations, reports, and meeting materials.
- Provide general administrative support to leadership and staff as assigned.
Qualifications:
- Previous experience in office administration, administrative assistant, or clerical role.
- Proficiency in: • Microsoft Teams (team communication & collaboration) • Microsoft Excel (spreadsheets, formulas, pivot tables, reporting) • Microsoft Word (document formatting, letters, forms, reports) • Microsoft Outlook and PowerPoint a plus.
-Canva and AI usage as needed.
- Familiarity with Paylocity preferred (training available).
- Strong written and verbal communication skills.
- Excellent organizational and time-management abilities.
- Ability to handle confidential information with professionalism and discretion.
Core Skills:
- Flexible & Adaptable: Comfortable with varied tasks and changing priorities.
- Detail-Oriented: Maintains accuracy and organization in all assignments.
- Efficient: Able to manage multiple responsibilities in a part-time schedule.
- Tech-Savvy: Comfortable learning and using new software and systems.
- Communicative: Strong interpersonal and professional communication skills.
- Team-Oriented: Works collaboratively to support the Office Manager and overall staff.
- Problem-Solving: Resourceful in identifying and resolving issues quickly.
Position: Administrative Assistant to the Office Manager
Schedule: Starting at part-time - 20 hours per week, with possibility of up to 40 as needed
Overview:
We are seeking a highly organized, detail-oriented Administrative Assistant to support the Office Manager in coordinating day-to-day operations across multiple business entities. This is a part-time, flexible position ideal for someone who thrives in an ever-changing, busy environment while maintaining accountability and responsiveness. The ideal candidate will be proactive, adaptable, a multi-tasker, who is comfortable working in a fast-paced setting where accuracy, confidentiality, and efficiency are critical.
Job skills and assignments
may vary depending on company needs.
Key Responsibilities:
Administrative Support
- Assist the Office Manager with daily administrative functions and office coordination.
- Manage calendars, appointments, and scheduling.
- Draft, proofread, and distribute internal correspondence and documents.
- Maintain organized filing systems and records (both digital and physical).
- Facilitate communication and collaboration through Microsoft Teams.
Operational Support:
- Prepare and maintain spreadsheets, reports, and tracking documents in Microsoft Excel.
- Draft professional documents, letters, and forms using Microsoft Word.
- Support payroll data entry and workers' compensation reporting.
- Handle new employee onboarding, including entering employee data into Paylocity.
- Maintain accurate employee files and ensure compliance with company processes.
Payroll & Compliance Support:
- Sort, review, and distribute mail correctly within the company.
- Process and ensure timely payment of tolls and company-related expenses.
- Enter and process child support wage garnishments accurately.
- Assist in responding to and tracking unemployment claims.
Project & Office Support:
- Help monitor project deadlines and deliverables.
- Support the preparation of presentations, reports, and meeting materials.
- Provide general administrative support to leadership and staff as assigned.
Qualifications:
- Previous experience in office administration, administrative assistant, or clerical role.
- Proficiency in: • Microsoft Teams (team communication & collaboration) • Microsoft Excel (spreadsheets, formulas, pivot tables, reporting) • Microsoft Word (document formatting, letters, forms, reports) • Microsoft Outlook and PowerPoint a plus.
-Canva and AI usage as needed.
- Familiarity with Paylocity preferred (training available).
- Strong written and verbal communication skills.
- Excellent organizational and time-management abilities.
- Ability to handle confidential information with professionalism and discretion.
Core Skills:
- Flexible & Adaptable: Comfortable with varied tasks and changing priorities.
- Detail-Oriented: Maintains accuracy and organization in all assignments.
- Efficient: Able to manage multiple responsibilities in a part-time schedule.
- Tech-Savvy: Comfortable learning and using new software and systems.
- Communicative: Strong interpersonal and professional communication skills.
- Team-Oriented: Works collaboratively to support the Office Manager and overall staff.
- Problem-Solving: Resourceful in identifying and resolving issues quickly.