Administrative Assistant

About RockForce

RockForce is a consolidated force of nine leading companies in the live event industry, delivering expert services for concerts, festivals, sporting events, live broadcasts, award shows, and corporate activations. They specialize in integrated event production, workforce management, innovative technology solutions, and payroll services, focusing on precision, efficiency, and safety at all event sizes.

Role Summary

The Administrative Assistant plays a key role in supporting RockForce's Operations team by organizing schedules, maintaining records, preparing documentation, and assisting with communication and reporting tasks. This position ensures smooth daily operations through meticulous organization and reliable administrative support across various projects.

Key Responsibilities

• Deliver daily administrative assistance to Operations leadership.
• Maintain systematic electronic filing and essential operation documents.
• Prepare business reports, spreadsheets, presentations, and other related documents.
• Support document development including formatting, proofreading, and distribution.
• Facilitate internal communications and follow up on pending administrative matters.
• Arrange and manage conference calls and virtual meetings.
• Oversee calendars for Operations leaders, organizing meetings, interviews, and recurring appointments.
• Handle meeting logistics such as invitations, agendas, and support materials.
• Track deadlines, appointments, and recurring events diligently.
• Assist with travel arrangements and processing related expenses when necessary.
• Keep operational spreadsheets, databases, and tracking logs current and accurate.
• Input, update, and verify data within corporate systems.
• Help compile regular operations reports and prepare data presentations for leadership review.
• Monitor data completeness and alert management regarding inconsistencies.
• Support administrative coordination of operations projects including tracking tasks, meeting follow-ups, and deadlines.
• Organize project files and shared resources, facilitating interdepartmental communication.
• Prepare materials for meetings and operational reviews.
• Professionally manage incoming communications through phone and email.
• Assist with ordering office supplies and operational necessities.
• Coordinate onboarding paperwork and administrative tasks for new employees.
• Maintain confidentiality concerning employee and company-sensitive information.
• Perform additional administrative duties as assigned.

Qualifications

• High school diploma or equivalent qualification.
• Minimum of two years in an administrative support capacity.
• Proficient with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Experience with Google Workspace applications.
• Excellent organizational skills and effective time management.
• Strong written and oral communication capabilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities efficiently within a fast-paced work environment.
• Discretion and professionalism when handling confidential information.

Preferred Experience

• Background in supporting operations, logistics, construction, staffing, or field services teams.
• Familiarity with project management and collaboration tools such as Smartsheet, Monday.com, Asana, or Airtable.
• Previous experience preparing reports and managing spreadsheets.
• Knowledge of scheduling software and calendar management tools.

Desired Skills

• Outstanding organizational ability and attention to detail.
• Professional and clear communication skills.
• Customer service orientation.
• Effective time management and dependability.
• Self-motivation and initiative.
• Adaptability to change and critical thinking skills.
• Strong follow-through and ability to handle multiple responsibilities simultaneously.

Success Metrics

• Consistently maintain organized and accurate administrative records.
• Prepare accurate reports and meeting materials promptly.
• Manage calendars and meeting schedules efficiently.
• Support Operations leaders with timely communication and task follow-up.
• Keep project files and administrative documentation well-organized.
• Demonstrate professionalism, responsiveness, and meticulous attention to detail daily.
• Meet deadlines consistently while maintaining high accuracy.

Physical and Work Environment

• Ability to sit or stand for prolonged periods.
• Work primarily involves computer use throughout the day.
• Occasional lifting of items up to 20 pounds.
• Work schedule is hourly, non-exempt, typically Monday through Friday with occasional flexibility required.

Additional Information

Location: Remote role based in Austin, TX.

RockForce is an Equal Employment Opportunity employer, committed to supporting diversity and inclusion across all protected characteristics under applicable laws. The company provides reasonable accommodations for disabilities and religious practices and encourages applicants to request such accommodations if needed.