Administrative Assistant at Blackstone Talent

We are looking for a proactive and dedicated Administrative Specialist to join one of our professional Services firms in Downtown Houston. Reporting to the Office Administrator, you will provide comprehensive clerical and administrative support while maintaining effective communication with Management, support staff, and other office members. This role is full-time, non-exempt, and offers excellent benefits.

Key Responsibilities:

• Administrative Support: Assist the Office Administrator with various administrative tasks, including reconciling invoices, preparing check requests, and managing monthly American Express bills and charitable donations.
• Data Management: Maintain and update Excel spreadsheets for project tracking and data management. Manage parking records and voucher logs for contracted parking garages.
• Travel Arrangements: Book travel accommodations, including flights and hotels, for the Office Administrator.
• Event Coordination: Help plan, set up, and break down office-wide events.
• Project Oversight: Handle firm-related projects, including creating event décor and signage. Demonstrate creativity in designing event materials.
• Vendor Relations: Communicate with vendors effectively via phone and in person. Submit conflict checks for vendors and employees.
• Conference Room Booking: Schedule and manage conference room reservations for firm meetings.
• Security System Management: Input and manage data in the firm’s security system. Support the security matter expert and assist with local security training.
• Research and Reports: Conduct internet research and prepare reports as assigned.
• Emergency Preparedness: Assist with the fire warden program and emergency preparedness, including equipment maintenance.
• Office Activities: Contribute to the office activities committee, planning, executing, and cleaning up after events.
• Additional Duties: Prepare PowerPoint presentations and Excel documents. Assist with planning the firm’s annual summer and holiday events. Undertake other tasks as assigned by the Office Administrator or Partner in Charge.

Qualifications:

• Education: A four-year degree in General Business or a related field is preferred.
• Experience: 3+ years of experience in a professional setting, handling administrative duties with strong communication and organizational skills.
• Law firm experience is a plus.

Skills:

• Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint). Knowledge of Adobe Acrobat is a plus.
• Ability to gather, compile, and verify data with attention to detail.
• Strong verbal and written communication skills.
• Capable of managing multiple tasks and working under pressure.
• Excellent organizational, decision-making, and problem-solving abilities.
• Ability to work independently and as part of a team.
• High level of reliability and self-motivation.
• Professional appearance and demeanor.

Additional Requirements:

• Flexibility to adapt to changing priorities.
• Strong customer service skills and the ability to build effective relationships with colleagues.

If you’re a motivated individual with a passion for administrative excellence and a commitment to contributing to a dynamic team, we encourage you to apply. Please email your resume to

Compensation for this position can reach up to $67k+bonus and the company has excellent benefits. This search is priority to our client and they ready to interview. Our client is only looking at individuals who live within daily commuting distance to the Downtown Houston area.