Administrative Assistant

About Gulfstone Environmental Services

Gulfstone Environmental Services is a forward-thinking organization committed to protecting our environment and creating sustainable solutions for our clients. We pride ourselves on cultivating a supportive and collaborative workplace, where innovation, growth, and professional development are top priorities. If you are looking to join a company that values integrity, teamwork, and environmental stewardship, then you’ve come to the right place!

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to support our President and management team. In this role, you will coordinate various administrative tasks to ensure smooth day-to-day operations. The ideal candidate is a self-starter with excellent communication skills who can handle multiple projects efficiently. If you are looking to grow your career in a mission-driven organization, we encourage you to apply!

Key Responsibilities

1. Phone & Correspondence Management
   • Answer incoming phone calls and redirect inquiries as needed.
   • Handle and redistribute correspondences, ensuring urgent matters are addressed promptly.
2. Expense Reporting & Recordkeeping
   • Compile and organize expense reports for team members.
   • Maintain accurate and up-to-date filing systems, both digital and physical.
3. Travel Coordination & Meeting Scheduling
   • Make travel arrangements, including flights, accommodations, and ground transportation.
   • Plan and schedule meetings, preparing agendas and arranging conference rooms.
4. Administrative & Clerical Support
   • Provide general administrative support to various departments as needed.
   • Greet and assist visitors, ensuring a professional and welcoming environment.
5. Event Planning & Coordination
   • Help plan and execute company events, conferences, and team-building activities.
   • Coordinate logistics such as venue setup, vendor management, and invitations.
6. Supply Management
   • Monitor and record office supply needs.
   • Order and maintain inventory of office and general supplies.
7. Bookkeeping & Accounts Receivable
   • Perform basic bookkeeping tasks, including managing accounts receivable.
   • Work closely with the finance department to maintain accurate financial records.
8. Confidential Information Handling
   • Uphold strict confidentiality standards for sensitive documents and communications.
   • Manage data and maintain records with the highest level of discretion.

(Additional duties may be assigned as needed.)

What Makes Gulfstone Great

• Meaningful Mission: Be part of a company dedicated to safeguarding our environment and advocating for sustainable practices.
• Collaborative Culture: Work alongside passionate professionals who share ideas, support one another, and celebrate each other’s successes.
• Professional Growth: Take advantage of ongoing training, mentorship, and career development opportunities.
• Work-Life Balance: We understand the importance of flexibility and strive to create a balance that ensures employee well-being.
• Innovative Environment: We encourage fresh perspectives, welcome new ideas, and give you the tools to make an impact.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: At least 3 years of experience in an administrative or office support role, preferably in a professional environment.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Ability to quickly learn new software.
• Communication: Excellent verbal and written communication skills in English.
• Problem-Solving & Organization: Strong ability to identify and resolve problems independently, with outstanding attention to detail.
• Team Player: Comfortable collaborating across departments and juggling multiple tasks in a fast-paced setting.
• Confidentiality: Proven track record of handling sensitive information with discretion.

Work Environment & Physical Demands

• Setting: Work is performed primarily in a quiet, climate-controlled office environment.
• Seating & Mobility: Expect to be seated for about 95% of the workday, with occasional standing or walking.
• Smokefree & Inclusive: This is a non-smoking office; reasonable accommodations are made for individuals with disabilities.

How to Apply

If you are excited about this opportunity and meet the qualifications listed above, we want to hear from you! Please submit your resume and a brief cover letter highlighting your relevant experience and why you believe you’re a great fit for Gulfstone Environmental Services.

--

Gulfstone Environmental Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.