Administrative Assistant - Austin USA

About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant based in the United States to support the day-to-day administrative operations of both our Colombian and U.S. offices. This role is critical to ensuring smooth office operations, accurate administrative processes, and a positive employee experience across regions.

The ideal candidate is proactive, dependable, comfortable working with teams in multiple countries, and able to manage a wide range of administrative tasks with discretion and professionalism.

Key Responsibilities

Office & Administrative Support

• Support daily administrative operations for the Colombia and U.S. offices

• Order and manage office supplies and snacks

• Coordinate with vendors and service providers as needed

• Maintain organized records, documentation, and shared files

Expense Administration

• Prepare, submit, and track company leadership expense reports

• Coordinate with finance and accounting teams as needed

Employee Onboarding & Offboarding

• Assist with onboarding new employees (documentation, system access, coordination with HR and IT)

• Support employee offboarding processes, including checklists, access removal, and documentation

• Serve as an administrative point of contact for employees during transitions

Deal & Email Review Support

• Review deal confirmation emails for accuracy and completeness

• Flag discrepancies or missing information for follow-up

• Help maintain organized records of confirmations and related communications

Cross-Office Coordination

• Support communication and coordination between Colombia- and U.S.-based teams

• Assist with scheduling, coordination, and administrative follow-ups across time zones

Office Engagement

• Help plan and execute office engagement activities at the office and outside of the office

• Identify and run initiatives to support employee engagement such as Birthday celebrations