Administrative Assistant - Chief Administrative Officer

Serves as the central administrative resource for the Chief Administrative Officer and departmental leadership teams. By coordinating budgeting activities, operational procedures, scheduling, records management, reporting, and special projects, this role creates a unified view of priorities, commitments, and project status, enabling effective communication, alignment, and decision-making across departments. Supports coordination and collaboration among departments reporting to the Chief Administrative Officer, including Facilities, Environmental Services, Transportation Services, and Land Management. Works with other divisions to facilitate communication and resolution of cross-functional matters.

Essential Duties:

• Maintain regular attendance and provide administrative support to the Chief Administrative Officer, including correspondence, reports, presentations, and other documentation.
• Manage the CAO’s calendar, scheduling, priorities, deadlines, and organizational commitments to maximize efficiency and productivity.
• Coordinate administrative and staff meetings, including agendas, materials, logistics, note-taking, and follow-up documentation.
• Assist with departmental budgeting, expense monitoring, reconciliations, financial reporting, and budget adjustments.
• Process purchase orders, requisitions, check requests, credit card reconciliations, and other administrative transactions.
• Coordinate executive travel arrangements, maintain travel records, process reimbursements, and monitor travel-related expenses.
• Maintain centralized tracking systems for projects, action items, deadlines, operational records, contracts, inspections, and renewals.
• Oversee organizational procedure reviews and revisions to ensure documentation remains current, accurate, and compliant.
• Support SharePoint, Teams, and reporting tools while promoting communication and collaboration across Operations departments.
• Keep leadership informed of significant issues and opportunities, provide cross-functional coordination, and maintain appropriate interactions with residents.

Requirements

1. A high school diploma or GED equivalency is required.

2. An associate degree in a business-related field or completion of college courses in a business-related field is preferred.

3. A minimum of 3 years of administrative assistant experience is required.

4. Proficiency in Microsoft Office for Windows applications (word processing, database, spreadsheet, e-mail, presentation graphics, etc.) is required.

5. Proficiency in general office equipment operation is required.

6. Must possess exceptional time management and detail-orientation skills.

7. Must be able to work independently.

8. Must be at least 21 years of age.

9. Bending, lifting, grasping, fine hand/eye coordination, pushing/pulling, prolonged sitting/standing.

10. Must possess a valid Texas driver’s license.

11. Must be available for travel as needed.

Benefits

• 401(k) with company match
• Roth 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Flexible spending account
• Life insurance
• Employee assistance program
• Paid time off
• Tuition reimbursement
• Wellness program

Cal Farley's is an Equal Opportunity Employer.

#cfbrjobs