Administrative Assistant to the Vice President

Type:

• 3-year Contract with two 1-year extensions (totaling 5 years)

Full Time or Part Time:

• Full-Time

Pay Rate:

• TBD

Location:

• San Antonio, Texas – Onsite
• Multiple locations within 15 miles of the zip code 78207

Language Requirements:

• Write, read, and speak English

Language Preferences:

• Write, read, and speak Spanish

Job Overview

We are seeking a highly organized and professional Administrative Assistant to the Vice President to provide comprehensive administrative and clerical support to division leadership within a large, structured organization. This position is responsible for managing executive-level administrative functions, supporting department managers, coordinating clerical services, and ensuring efficient daily operations.

The Administrative Assistant serves as a key liaison between executive leadership, internal departments, and external stakeholders. This role requires the ability to prioritize, delegate, and complete tasks independently while maintaining strict confidentiality of sensitive information. The ideal candidate demonstrates strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a deadline-driven environment. Perform other duties as assigned.

Experience Requirements

• Minimum of two (2) years of experience in administrative office support or executive-level administrative functions
• Experience supporting senior leadership or executives
• Experience managing calendars, scheduling meetings, coordinating travel, and arranging conferences
• Experience preparing correspondence, reports, presentations, and spreadsheets
• Experience screening calls and visitors, exercising independent judgment in handling inquiries
• Experience tracking budgets, monitoring expenses, and preparing expense-related reports
• Ability to prioritize, delegate, and coordinate clerical support services

• Ability to manage multiple priorities in a deadline-driven office environment
• Ability to work independently with little or no supervision
• Strong organizational and time-management skills
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to maintain confidentiality of sensitive and executive-level information
• Ability to perform basic research and compile information for leadership use
• Ability to operate standard office and basic audio/visual equipment

• Experience supervising or coordinating clerical staff
• Experience working in a large or multi-division organizational environment
• Experience preparing executive-level reports and presentations
• Familiarity with tracking departmental budgets and expenditures

Physical Requirements

• Ability to work at a computer for extended periods
• Ability to lift objects weighing 10–20 pounds
• Minimal physical exertion

Education Requirements

• Associate’s degree, two years of college coursework, or business school training
• Equivalent combination of education and relevant administrative experience may be considered

Education Preferences

• Additional training in business administration, office management, or executive support
• Continuing professional development in administrative leadership or organizational support functions

Training Schedule:

• TBD

Schedule:

• Monday through Friday; 8:00 a.m. to 5:00 p.m. (CST).

Dress Code:

• TBD

Benefits:

• TBD

Additional Information:

Drug screening, background, and reference checks are performed if required. Valid identification and reliable transportation are required. We are an E-Verify employer. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Our employees are authorized to work in the United States.