Administrative Assistant

Administrative Assistant

Company: Mutombo Internatinoal

Position Title: Administrative Assistant

Location: Hybrid, Irving, TX

Reports To: Operations Manager

Employment Type: Full-Time

Salary: $35k to $60k

Job Summary

We are seeking a highly organized Administrative Assistant to support our growing operations team. The ideal candidate will have a strong administrative background with experience in project coordination. This role requires excellent organizational skills, the ability to handle multiple priorities, and a proactive mindset. You will report directly to the Senior Operations Manager and Project Manager, assisting with internal processes, project tracking, and client and vendor relationship management.

This position offers a growth opportunity for those interested in evolving into project coordination and project management roles over time.

Objectives of this Role

Provide high-level administrative and operational support to the leadership team.

Assist in tracking project progress, coordinating internal and external communications, and maintaining reporting systems.

Manage multiple communication channels, calendars, and documentation with precision and professionalism.

Foster strong relationships with clients, vendors, and partners to ensure smooth and effective operations.

Contribute to the development and maintenance of internal administrative platforms and processes.

Key Responsibilities

Monitor and manage multiple email inboxes and handle inbound/outbound calls.

Organize and maintain electronic and paper filing systems.

Assist with project coordination tasks: tracking deliverables, managing task lists, and reporting progress.

Prepare, generate, and send invoices to clients and partners accurately and timely.

Maintain strong client-company relationships and partnerships with third-party vendors and resources.

Coordinate calendars, schedule meetings, and organize internal and external events.

Support administrative functions and operational processes, ensuring smooth day-to-day execution.

Prepare items for shipment, including compiling and packaging materials.

Track project milestones and prepare progress reports for leadership.

Collaborate across departments to facilitate communication and task completion.

Required Skills and Qualifications

3 or more years of administrative experience.

Strong written and verbal communication skills.

Exceptional attention to detail and time management abilities.

Demonstrated ability to meet deadlines and adhere to budgetary guidelines.

Success working collaboratively with management and leadership teams.

Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Ability to work independently while contributing to a team environment.

Preferred Skills and Qualifications

Bachelor’s degree in Business Administration or a related field, or equivalent professional experience.

2 or more years of project coordination experience.

Experience developing or enhancing internal platforms and administrative processes.

Familiarity with CRM or project management software (e.g., Zoho, Trello).

25% willingness to travel, as needed.

QuickBooks experience is a plus.

Proficiency in French is a plus.

Why Join Us?

Collaborate with a dynamic and inclusive team.

Work closely with senior executives and gain exposure to strategic decision-making processes.

Opportunity for professional growth and development.

If you're interested, please send your resume to hr@mutombointernational.com