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Administrative Assistant

| Austin


Position at HotSchedules


Administrative Assistant

HotSchedules is a provider of best-of-breed labor management, task management, e-learning and enterprise back office solutions that are solving the operational and workforce challenges facing the hospitality industry today.  We are searching for a highly organized, self-motivated Administrative Assistant for our Austin, TX office.

The Administrative Assistant is a dual role supporting the needs of the Austin office from 9am to 2pm daily, plus functional administrative and operational support to a variety of the company’s senior leaders.  Our Admin Assistant will partner with Human Resources to plan meaningful activities like volunteering, holiday events, or other special events that embody the company values and help keep team members motivated and engaged.  

We are seeking a reliable individual with exceptional attention to detail and low ego who is enthusiastic about taking on a variety of tasks, can manage competing priorities, and can easily pivot between critical tasks and fun activities. 

Job Responsibilities: 

Front Office Management

  • Create a positive, professional, and fun environment to work at each and every day.
  • Meet and greet incoming front lobby visitors, ensuring guests and team members comply with proper check-in and badging policy.
  • Oversee and coordinate the use of conference room calendars.
  • Manage communication of information in and out of the office; prepare outgoing mail and packages.
  • Maintain inventory and ordering of office supplies.
  • Monthly administration of the company’s anniversary program.
  • Plan and schedule monthly and quarterly team breakfasts, lunches and/or events and manage the HR budget for these events.
  • Ongoing Form I-9 administration and keeping HR electronic files up to date. 

Admin Assistant 

  • Work closely with executives to plan and manage travel itineraries, including booking flights, car rentals, and accommodations. Must be able to understand preferences of supported staff and proactively troubleshoot and address any travel conflicts.
  • Partner with the Talent Acquisition to support the travel needs of remote candidates.
  • Strategic ownership of executive calendars, including correspondence with customers, partners, and other stakeholders to book meetings internally and externally.
  • Coordinate logistics and arrangements for regular and ad hoc meetings and events.
  • Monthly administration of expense reports for senior leaders in a timely and accurate manner. 
  • Produce presentation and meeting materials as needed. 
  • Prepare and submit expense reports, reconcile expenses, and keep purchases within budget.
  • Assist with special projects and perform other duties as assigned.


  • Associates Degree in Office Administration or other related field
  • Bachelor’s Degree preferred  
  • 3+ years of administrative assistant experience, preferably supporting senior executives
  • Demonstrated proficiency of Google Apps (Gmail, Calendar, Drive, Docs, Sheets)


  • Ability to support multiple executives
  • Strong sense of ownership and responsibility
  • Impeccable time management and prioritization skills
  • Strong follow-up and follow-through skills
  • Advanced listening and error-free verbal & written communication skills
  • Professional presence but able to interact with all levels of an organization
  • Must be able to manage confidential information appropriately, understanding when to be transparent and when to be discreet
  • Ability to work with a lot of ambiguity and pivot as business needs change
  • Genuine personality with a passion for stepping in where needed



Read Full Job Description

Technology we use

  • Engineering
    • JavaLanguages
    • JavascriptLanguages
    • PerlLanguages
    • PythonLanguages
    • jQueryLibraries
    • jQuery UILibraries
    • ReactLibraries
    • ReduxLibraries
    • AngularJSFrameworks
    • Node.jsFrameworks
    • SpringFrameworks
    • CassandraDatabases
    • DB2Databases
    • Microsoft SQL ServerDatabases
    • MongoDBDatabases
    • MySQLDatabases
    • RedisDatabases
    • DynamoDatabases
    • S3Databases


Our office overlooks the 360/Pennybacker Bridge in scenic Northwest Austin. From our rooftop deck you can see Lake Austin and beautiful downtown.
Employees say you'll join HotSchedules for the tech and stay for the people

An Insider's view of HotSchedules

What are some social events your company does?

We have Culture Day, where everyone cooks something to eat and drink from different cultures, we also build out a booth and dress like that culture. Then we give everyone a passport that has to be stamped at all the different cultures. It's so fun and our teams really get into it, even making up cultures like The Shire and StarWars.


Sr. Technical Recruiter

What does your typical day look like?

Write some code for a new feature, bug fix, or dev/test tool. Attend a daily stand-up meeting. Sometimes attend a meeting or two. Review code pull requests. Answer questions and help somebody else out with a problem. Oh, and I open a lot of doors on the way to my desk in the morning!


Software Engineer

What makes someone successful on your team?

To be successful at HotSchedules, you have to have an open mind, be self-driven, and willing to go the extra mile. Humility I think is what measures my success. Being able to own your mistakes, figuring out what you can do to improve yourself, and do it.


Project Manager

What kinds of technical challenges do you and your team face?

Every customer is unique and requires their own set of solutions to a wide range of challenges. No two days are alike. I love hearing about these challenges directly from our customers and diving deep to help them find the best path forward.


Solutions Architect

What are HotSchedules Perks + Benefits

Volunteer in local community
We give everyone 4 community service days per year to go and give back to the charity of their choice. We also have one day that we close the entire company down and give back together as a company.
Friends outside of work
Eat lunch together
Intracompany committees
We have a team that is responsible for our office culture. It's called the Torch Team. They plan all of our fun events throughout the year.
Daily stand up
Open door policy
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Pair programming
Open office floor plan
Dedicated Diversity/Inclusion Staff
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Acme employees can contribute up to $3500 annually to their FSA.
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
3 different health insurance plans from United Healthcare. The HDHP premium is covered by the company for you and very small cost for dependents.
Life Insurance
Wellness Programs
Onsite Gym
Retirement & Stock Options Benefits
401(K) Matching
We match .50 on the 1.00 up to 6%, so if you put in 6%, we'll match 3%.
Performance Bonus
We have an annual cash bonus that is based on both company and individual performance.
Child Care & Parental Leave Benefits
Generous Parental Leave
HotSchedules offers 2 weeks of maternity and paternity leave.
Flexible Work Schedule
Company sponsored family events
Acme co. sponsors family oriented events Annually.
Vacation & Time Off Benefits
Unlimited Vacation Policy
Paid Volunteer Time
We give everyone 4 community service days per year to go and give back to their favorite charity.
Paid Holidays
Paid Sick Days
Employees receive 40 hours per year of paid sick leave.
Perks & Discounts
Beer on Tap
Casual Dress
Company Outings
Acme Co. hosts company outings Quarterly.
Game Room
Pool table, foosball table, ping pong table, Xbox and PlayStation.
Stocked Kitchen
Some Meals Provided
We cater in lunch every other Friday.
Happy Hours
We have free covered parking for everyone.
Fitness Subsidies
We actually have a free gym onsite.
Professional Development Benefits
Diversity Program
Cross functional training encouraged
Promote from within
Online course subscriptions available
Customized development tracks

Additional Perks + Benefits

Beautiful 2222/360 location with rooftop deck and outdoor patio.

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