Administrative Assistant

Administrative Assistant

RockForce is the trusted team setting the stage for the greatest moments in live events. With a legacy built on the unification of nine industry leaders, we bring decades of expertise to seamlessly execute concerts, festivals, sporting events, live broadcasts, award shows, and corporate activations.

Through integrated event production, workforce solutions, innovative technologies, and payroll services, RockForce delivers precision, efficiency, and reliability at every scale.

Our people are the magic-united by passion and skill, we operate as one unstoppable force to ensure every event is executed with professionalism, care, and an unwavering commitment to safety and compliance.

Join us as we head into one of the most exciting eras in the live entertainment industry!

Job Summary:

The Administrative Assistant provides administrative and organizational support to the RockForce Operations team by coordinating schedules, maintaining accurate records, preparing documents, and assisting with reporting and communication. This role helps ensure day-to-day operational activities run efficiently by keeping information organized, supporting leadership with administrative tasks, and providing timely assistance across multiple projects.

This position requires exceptional organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Duties/Responsibilities:

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to Operations leadership.
• Maintain organized electronic filing systems and operational documentation.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Assist with document creation, formatting, proofreading, and distribution.
• Coordinate internal communications and follow up on administrative action items.
• Schedule conference calls, virtual meetings, and meeting rooms as needed.

Calendar & Scheduling

• Manage calendars for assigned Operations leaders.
• Schedule meetings, interviews, and recurring team meetings.
• Coordinate meeting logistics, invitations, agendas, and supporting materials.
• Track important deadlines, appointments, and recurring events.
• Assist with travel arrangements and expense documentation when applicable.

Data & Reporting Support

• Maintain accurate operational spreadsheets, databases, and tracking logs.
• Enter, update, and verify information within company systems.
• Assist with compiling recurring operational reports.
• Organize data for leadership review and presentations.
• Review information for completeness and notify leadership of missing or inconsistent data.

Project & Team Coordination

• Support administrative coordination of operational projects.
• Track assignments, meeting follow-ups, and due dates.
• Assist with organizing project documentation and shared resources.
• Coordinate information between departments to ensure timely communication.
• Help prepare materials for meetings, presentations, and operational reviews.

General Office Support

• Answer and route phone calls, emails, and other communications professionally.
• Assist with ordering office supplies and operational materials as needed.
• Support onboarding paperwork and administrative coordination for new hires.
• Maintain confidentiality when handling employee and company information.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of administrative support experience.
• Strong proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint).
• Experience with Google Workspace.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to handle confidential information with professionalism.

Preferred

• Experience supporting operations, logistics, construction, staffing, or field service teams.
• Experience using project management or collaboration tools such as Smartsheet, Monday.com, Asana, or Airtable.
• Experience preparing reports and working with spreadsheets.
• Familiarity with scheduling software and calendar management.

Desired Skills

• Excellent organization and attention to detail
• Professional written and verbal communication
• Strong customer service mindset
• Time management
• Dependability
• Initiative and self-motivation
• Adaptability
• Critical thinking
• Strong follow-through
• Ability to manage multiple priorities

Success Measures

• Maintain organized and accurate administrative records and documentation.
• Ensure reports, meeting materials, and documents are prepared accurately and on time.
• Effectively manage calendars, meetings, and scheduling priorities.
• Support Operations leadership through timely communication and follow-up.
• Maintain organized project files and administrative records.
• Demonstrate professionalism, responsiveness, and attention to detail in daily work.
• Consistently meet deadlines while maintaining a high level of accuracy.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to work on a computer for the majority of the workday.
• Occasionally lift up to 20 pounds.

Work Schedule

• Hourly, non-exempt position.
• Typical schedule is Monday through Friday, with occasional flexibility based on business needs.

LOCATION: Remote in Austin, TX