Description
Austin Industries is one of the nation's largest, most diversified U.S.-based construction companies. With more than 7,000 employee-owners, Austin Industries provides nearly every @type of civil, commercial and industrial construction services through the expertise of our operating companies: Austin Bridge & Road, Austin Commercial and Austin Industrial.
Austin Industries has an outstanding opportunity for an Administrative Assistant at our corporate headquarters in Dallas, Texas . The Administrative Assistant provides high-level support to the CFO and EVP of Operations, fostering positive relationships with employee-owners, clients, and suppliers. This role also assists senior management departments with travel coordination, general requests, and maintaining the department office. This position reports 100% onsite to the corporate headquarters located in Uptown Dallas.
Responsibilities:
Executive Support
Provide high-level administrative support to Senior Management, including the CFO and EVP of Operations.
Support the CFO with logistics and preparation for high-level meetings (e.g., Board of Directors, Audit Committee), including compiling materials, coordinating venues, assisting with technology, and adjusting schedule as needed.
Provide administrative support with EVP of Operations the company's Leadership Development Training program.
Open offices, prepare workstations, and review communications (texts, emails, and calendars) daily to flag urgent items.
Manage calendars, schedule meetings, and coordinate travel arrangements and itineraries.
Travel itineraries shall include accommodation and meeting logistics, along with all details required.
Identify what meetings should be accepted and what meetings need to be vetted.
Communicate regularly with the CEO Admin on CFOs Calendar for PTO and Out of the office notifications as necessary.
Maintain annual calendar with major events.
Prepare and review meeting materials, presentations, and executive communications.
Briefings with senior management on documents or presentation materials required for the day's activities utilizing PowerPoint, Word, Excell and necessary applications.
Organize, develop and distribute agendas and follow up action items for specific meetings as identified.
Track outstanding requests and approvals, ensuring timely follow-up on projects.
Handle sensitive and confidential information with discretion.
Validate accounts payable transactions and ensure accurate processing of invoices.
Assemble the monthly Financial Binder by the established due date and time. Ensure all required documents are submitted on time; follow up with responsible parties if any are missing. Communicate any delays that may impact the deadline directly to the CFO.
Enter weekly executive time in accordance with company policy.
Office & Operations
Liaise with Operations, HR, Legal, and IT to support planning, initiatives, and communication.
Manage day-to-day logistics with IT or Austin Property Management including office setup with any technical or building issues if identified.
Organize and distribute agendas and follow-up items for meetings.
Maintain shared folders and manage document filing, distribution, and security.
Develop and manage budgets for office supplies, breakroom, and maintenance accounts, securing annual approval and reviewing monthly with the Corporate Controller. Manage office supplies and centralize purchases as needed.
Oversee the breakroom and copy/mail room, including all copiers in the department suite.
Ensure maintenance, security, and organization of the department suite.
Event Management
Serve as the first point of contact for internal and external stakeholders, managing access to the EVP of Operations and the CFO.
Schedule and coordinate meetings, luncheons, and special events, including logistics and catering.
Serve as a contact/resource to provide information pertaining to various special events, company-wide events, and employee-owner related functions.
Ensure the conference rooms are prepared for executive meetings, including cleanliness, stocked refreshments, and active Teams setup.
General Support
Provide backup support for the company switchboard.
Assist other departments on an as-needed basis.
Engage in ongoing professional development to stay current with business tools and practices.
Pick up and distribute mail and internal correspondence for the department.
Perform other duties as assigned.
Qualifications:
Minimum of five years of executive-level administrative support experience, preferably supporting senior leadership.
Strong background in document control, spreadsheet creation, data visualization, desktop publishing, and presentation development.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Exceptional written and verbal communication skills, including grammar, spelling, and phone etiquette.
Highly organized, efficient, and resourceful with strong attention to detail.
Demonstrates professionalism, initiative, dependability, and a positive, energetic attitude.
Requirements:
High school diploma or equivalent; associate's or bachelor's degree preferred
Proven experience in administrative support, including scheduling, document management, and general office operations.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with strong typing and data entry skills
Excellent verbal and written communication, including drafting, proofreading, and editing professional correspondence
Highly organized with the ability to manage multiple tasks, prioritize workload, and meet deadlines
Dependable, punctual, and takes initiative, with a professional and customer service-oriented demeanor
This position reports 100% onsite to the corporate office located in Uptown Dallas
Flexible schedule to accommodate early or late start/end times.
Ability to work overtime as needed.
Occasional local DFW travel as needed.
Applicants must be legally authorized to work for ANY employer in the United States. Austin Industries is unable to sponsor or take over sponsorship of an employment visa for this position.
Benefits & Compensation
We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We are proud to be a 100% Employee-Owned Company (ESOP)! To learn more about our employee-ownership structure, please go to https://www.austin-ind.com/our-company/100-employee-owned .
Austin Industries is an Equal Opportunity Employer.
See the "Know Your Rights" poster available in English (https://www.eeoc.gov/sites/default/files/2022-10/22-088\EEOC\KnowYourRights\10\20.pdf) and Spanish (https://www.eeoc.gov/sites/default/files/2022-10/22-088\EEOC\KnowYourRightsSp\10\20.pdf) .
About Austin Industries
Austin Industries and its operating companies engage in almost every @type of civil, commercial and industrial construction. Austin is owned entirely by its employees through its Employee Stock Ownership Plan (ESOP). Austin Industries has a rich history. We are one of the largest and most diversified construction firms in the nation. Austin stands on the core values of Uncompromising Integrity, Employee-ownership, Exemplary Service and Excellence in Safety.
To learn more about our history, culture and operations, visit us at www.austin-ind.com .
No Third-Party Inquiries Please
This Company does not accept and will not consider unsolicited resumes or any other unsolicited candidate information submitted to the Company or any of its employee-owners by staffing agencies, search firms, or third-party recruiters in response to a posted vacancy. The Company will not pay any placement fee(s) without a written agreement to do so ( i.e. , payment must be required pursuant to the terms of a written agreement).
Any unsolicited resumes or candidate information submitted to this Company or any of its employee-owners becomes the property of the Company.
Accessibility Note
If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs or have accessibility concerns, please contact the People Services Team at (877) 831-1217.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
