Administrative Assistant

Required Skills & Experience

• 3-5 years of experience in office management, administrative support, workplace operations, hospitality, or a similar client-facing role
• Experience managing day-to-day office operations, including supplies, facilities, meeting spaces, mail, deliveries, and general office organization
• Experience coordinating calendars, meetings, events, and external vendors
• Strong customer service skills with the ability to professionally interact with executives, clients, candidates, and visitors
• Strong organizational and time-management skills with the ability to manage multiple priorities at once
• Experience providing administrative support, including scheduling meetings, coordinating travel, preparing documents, and processing expenses
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint
• Strong written and verbal communication skills
• Ability to handle confidential or sensitive information with professionalism and discretion
• Must be comfortable working full-time on-site in Austin, TX

Nice to Have Skills & Experience

• Experience working within a professional services, executive search, recruiting, consulting, or corporate office environment
• Experience supporting a sales or commercial team
• Experience planning employee events, team lunches, celebrations, and other culture-focused initiatives
• Experience managing vendor relationships, invoices, office expenses, and renewals
• Experience supporting employee onboarding and workspace setup

Job Description

Insight Global is seeking an Office Manager to join one of our clients in Austin, TX. This is a full-time, on-site position supporting a fast-paced professional services environment. This individual will oversee the day-to-day operations of the Austin office while creating a welcoming and professional experience for employees, clients, candidates, and visitors. The Office Manager will serve as the main point of contact for the office, manage vendors and facilities, coordinate employee events, and provide administrative support to the Commercial Team. This is a great opportunity for someone who is highly organized, proactive, service-oriented, and comfortable working with senior-level professionals in a polished office environment

What You’ll Do Welcome Clients, Candidates and Visitors

• Serve as the primary point of contact for clients, candidates, and visitors, providing a warm welcome and attentive service throughout their visit.
• Coordinate arrivals, building access, meeting rooms, refreshments, and visit logistics with internal hosts and recruiting teams.
• Keep reception and meeting spaces ready for guests and handle questions or schedule changes promptly and professionally. Maintain the Austin Office
• Own daily office operations, keeping workspaces, conference rooms, common areas, and the kitchen organized, well stocked, and ready for use.
• Manage office supplies, refreshments, mail, deliveries, and shared equipment; anticipate replenishment and maintenance needs.
• Coordinate with building management, IT, and internal teams to resolve facilities or equipment issues and support employee onboarding and workspace setup. Manage Office Vendors
• Manage relationships with office vendors, including cleaning, maintenance, catering, supply, and equipment providers.
• Schedule services, communicate expectations, monitor service quality, and follow through on issues until they are resolved.
• Track office expenses, maintain vendor records, and coordinate quotes, invoices, and renewals with Finance and appropriate internal approvers. Drive Culture and Employee Events
• Plan and execute Austin employee events, including team lunches, celebrations, recognition activities, and office gatherings that strengthen connection across teams.
• Manage event calendars, invitations, catering, supplies, setup, and cleanup within approved budgets.
• Partner with HR and office leaders to welcome new hires, recognize employee milestones, and gather ideas that improve the Austin employee experience. Support the Commercial Team
• Provide day-to-day administrative support to the Commercial Team, including calendar management and scheduling internal and external meetings across time zones.
• Coordinate client and prospect meetings, prepare agendas and materials, send confirmations, and manage scheduling changes and follow-up items.
• Assist with travel arrangements, itineraries, expense reports, document preparation, data entry, and record maintenance as needed.
• Handle sensitive information with discretion and take ownership of additional administrative projects that help the team operate efficiently. What We’re Looking For
• Experience in office management, administrative support, workplace operations, or hospitality; professional services experience is a plus.
• A service-oriented approach and confidence interacting with senior executives, clients, candidates, and colleagues.
• Strong organizational skills, attention to detail, and the ability to prioritize competing requests while following through reliably.
• Experience coordinating calendars, meetings, events, and external vendors.
• Clear written and verbal communication, sound judgment, and discretion with confidential information.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint, with the ability to learn new systems quickly.
• A proactive, hands-on approach, comfort adapting to changing priorities, and enthusiasm for building a welcoming office culture.
• Ability to work full-time on-site at our Austin office.