Administrative Assistant

Job Title: Administrative Assistant
Classification: Part-Time; Hourly
Compensation: $18-22/hour based on experience
Schedule: In-Person only, 10 – 12 hours per week; M – W 10 – 3 PM; could be 10 – 4 PM if needed.
Reports to: Executive Assistant; Supported by President

ORGANIZATIONAL SUMMARY:
Asia Society Texas Center believes in the strength and beauty of diverse perspectives and people. As an educational institution, we advance cultural exchange by celebrating the vibrant diversity of Asia, inspiring empathy, and fostering a better understanding of our interconnected world. Spanning the fields of arts, business, culture, education, and policy, our programming is rooted in the educational and cultural development of our community — trusting in the power of art, dialogue, and ideas to combat bias and build a more inclusive society.

POSITION OVERVIEW:
The Administrative Assistant provides essential administrative and operational support to the Executive Assistant in managing the day-to-day activities of the Office of the President. This role plays a critical part in ensuring the President’s priorities, meetings, and initiatives run smoothly and efficiently.
The Administrative Assistant will help coordinate logistics, prepare and organize materials, maintain records and communications, and ensure a professional and welcoming environment for internal and external stakeholders. Working closely with the Executive Assistant, this position requires exceptional attention to detail, a proactive mindset, and the ability to handle sensitive information with discretion.

HOW TO APPLY:
Please email your resume to: hrdept@asiasociety.org. Indicate job title in the subject line.

RESPONSIBILITIES:
• Track and manage timesheets and expense reports.
• Send meeting reminders to external parties (copying Executive Assistant on all communications).
• Coordinate with Executive Assistant on any meeting rescheduling.
• Prepare and distribute meeting materials, agendas, and related documents at least one week in advance.
• Support meeting setups and cleanup, including preparing coffee, tea, snacks, and other refreshments.
• Print and assemble materials as needed for meetings and presentations.
• Write clear and concise summaries of key discussions and meetings.
• Review and track minutes and agendas to ensure key dates and action items are documented.
Office & Administrative Operations
• Maintain and organize the office supply room.
• Keep development and administrative inventory well organized and updated.
• Manage hardcopy filing of critical documents, including:
o Board Briefings
o Board Meeting Packets
o Executive Committee Meeting Packets
Communications & Mailings
• Coordinate and send staff and Board of Directors (BOD) birthday cards.
• Manage holiday gift mailings and other special communications.
QUALIFICATIONS:
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Detail-oriented with the ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience supporting meetings and handling logistics preferred.
• Professional demeanor and strong interpersonal skills.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable disabled people to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 10 pounds, is occasionally required to stand and walk, and is occasionally exposed to wet and/or humid conditions and outside weather conditions.
The noise level in the work environment is usually moderate.

RELOCATION:
Asia Society Texas Center does not provide compensation for interview travel or relocation expenses.

HOW TO APPLY:
Please email your resume to: hrdept@asiasociety.org. Indicate job title in the subject line.

Incomplete applications will not be accepted. No phone calls, please. Only those candidates considered for an interview will be contacted. Finalist will be required to provide three current references and complete a background check.
Asia Society Texas Center (ASTC) is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex, or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. ASTC’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.
We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas.