Administrative Assistant

Role Overview

RigUp is looking for an Administrative Assistant to provide senior-level administrative and organizational support to one or more leaders in a corporate setting. The role calls for sound judgment, accuracy, professionalism, initiative, and the ability to manage sensitive information with discretion. You will help keep leadership calendars, communications, travel plans, documentation, and daily administrative workflows running smoothly.

This position is best suited for someone who is highly organized, proactive, and comfortable balancing several priorities in a fast-moving environment with overlapping deadlines and multiple stakeholders.

Key Responsibilities

• Oversee complex calendars for one or more leaders, including scheduling, prioritization, and resolving conflicts.
• Predict upcoming scheduling needs and coordinate meetings across different stakeholders and time zones.
• Arrange and support internal and external meetings by preparing agendas and sharing relevant materials.
• Handle meeting logistics such as virtual meeting links, conference room booking, and coordination of required technology.
• Monitor meeting actions, follow-ups, and deliverables to help ensure timely completion.
• Manage inboxes and sort communications on behalf of leaders when appropriate.
• Prepare, format, proofread, and distribute emails, presentations, reports, and other correspondence.
• Maintain distribution lists, shared files, and internal communication tools or platforms.
• Act as a polished first point of contact for internal and external inquiries and direct requests to the right people.
• Book domestic and international travel, including airfare, lodging, ground transport, and full itineraries.
• Assist with travel-related documentation such as visas, passports, and associated logistics when needed.
• Create, review, and submit expense reports according to company guidelines.
• Track, reconcile, and report travel and business expenses accurately and promptly.
• Maintain shared resources such as SharePoint pages, seating charts, and organizational directories.
• Support basic data collection, reporting, and simple analysis for leadership requests.
• Help with small projects and special assignments, ensuring work is completed on time.
• Keep records organized and support document management processes.
• Look for ways to improve administrative workflows and day-to-day processes.
• Promote consistency and best practices across administrative tools and functions.
• Work with other administrative team members to improve efficiency and service quality.
• Use digital platforms and enterprise systems to make administrative work and reporting more efficient.

Requirements

• High school diploma or equivalent is required; an associate degree or bachelor’s degree is preferred.
• At least 3 years of experience providing administrative support in a corporate or professional environment.
• Hands-on experience managing calendars, arranging meetings, and coordinating travel.
• Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and spoken communication skills.
• Strong organization, accuracy, and attention to detail.
• Ability to juggle multiple deadlines and priorities in a busy environment.
• Proven ability to manage confidential and sensitive information properly.
• Comfort working independently with limited supervision.
• A professional manner and strong customer service focus.
• Preferred: experience supporting multiple leaders or a complex organization structure.
• Preferred: familiarity with systems such as Workday, SharePoint, or similar enterprise tools.
• Preferred: experience using travel and expense reporting systems.
• Preferred: background in corporate communications, document management, or administrative process improvement.
• Preferred: experience supporting cross-functional teams or large organizations.

Work Schedule and Compensation

The role is based in Houston, TX and follows a Monday through Friday schedule with 3 to 4 days per week in the office. Compensation is listed at $32 to $35 per hour.

About the Company

RigUp describes its mission as connecting skilled workers with the projects that rely on them, using services and technology to reshape how hard work gets done for businesses and workers alike.