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

1. Strong organizational and time-management skills

2. Excellent attention to detail

3. Professional written and verbal communication skills in English and Spanish

4. Ability to handle confidential information with discretion

5. Comfort working with teams in different countries and time zones

6. Speaking Spanish is a plus