Senior Administrative Assistant

Job Description

Job Description

Vinmar International is seeking a highly organized and proactive Senior Administrative Assistant to support business operations and leadership teams in our Houston office. This role is ideal for a detail-oriented professional with strong administrative experience, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced corporate environment.

The Senior Administrative Assistant will play a key role in coordinating travel logistics, managing business documentation, supporting conferences and meetings, and assisting with visa and passport processes for employees and visitors. The successful candidate will demonstrate professionalism, confidentiality, and a strong commitment to providing outstanding administrative support.

Key Responsibilities

• Provide comprehensive administrative support to managers and department leaders.
• Manage calendars, schedule meetings, and coordinate conference room bookings.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Assist employees with visa applications, passport renewals, travel documentation, and related requirements.
• Organize and support company conferences, trade shows, customer meetings, and corporate events.
• Prepare, edit, and format business documents, presentations, reports, and correspondence using Microsoft Office applications.
• Maintain accurate records, filing systems, and administrative documentation in both electronic and paper formats.
• Process expense reports, invoices, and other administrative paperwork as required.
• Serve as a point of contact for internal and external stakeholders, ensuring professional communication and timely responses.
• Coordinate visitor logistics, meeting materials, and hospitality arrangements.
• Manage office supplies and inventory, ensuring the office remains organized and operational.
• Support special projects and additional administrative initiatives as assigned.

Requirements

• High school diploma required; Associate's or Bachelor's degree preferred.
• 3-4 years of experience in an Administrative Assistant, Senior Administrative Assistant, or related corporate support role.
• Experience coordinating domestic and international travel arrangements.
• Knowledge of visa, passport, and travel documentation processes preferred.
• Experience supporting meetings, conferences, trade shows, or corporate events.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint .
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong customer service mindset and interpersonal skills.
• Ability to handle confidential information with professionalism and discretion.
• Self-motivated, dependable, and able to work independently while collaborating effectively with teams.

Benefits

• Health Insurance
• Flexible Spending Account
• Dental Insurance
• Vision Insurance
• Life Insurance - company paid and voluntary
• 401(k) with company matching
• Employee assistance program
• Disability - company paid