Administrative Assistant at The Blackhawk Group – Waco, Texas

Position Summary

The Administrative Assistant serves as the first point of contact for The Blackhawk Group, providing front desk coverage and administrative support to ensure smooth day-to-day office operations. This role is responsible for managing incoming communications, coordinating office logistics, and supporting internal teams with general administrative needs.

This position plays a critical role in creating a professional, organized, and welcoming environment for employees, customers, and visitors, while ensuring efficient coordination of office activities and resources.

Essential Functions

1. Front Desk & Communication Management: Serve as the primary point of contact for incoming calls, greeting visitors, directing inquiries, and ensuring a professional and welcoming front office experience.

2. Visitor & Facility Coordination: Manage visitor check-in, badge issuance, and coordination with internal teams to ensure proper access, safety, and a seamless guest experience.

3. Mail & Office Services Administration: Oversee all incoming and outgoing mail, including distribution, postage management, and coordination of shipping needs.

4. Office Operations Support: Maintain common areas, including conference rooms, copy rooms, break rooms and shared office spaces, ensuring organization, cleanliness, and operational readiness.

5. Calendar & Meeting Coordination: Manage conference room schedules, support meeting logistics, and assist with internal calendar coordination as needed.

6. Event Coordination: Support internal events such as employee celebrations, company meetings, and team gatherings, including vendor coordination and logistics.

7. Travel & Logistics Support: Coordinate hotel reservations, transportation arrangements, and scheduling needs for employees and visitors.

8. Administrative Support: Assist with document preparation, reports, correspondence, and other general administrative tasks across departments as needed.

9. Office Supply & Inventory Management: Monitor and replenish office supplies, including breakroom and refrigerator stock, ensuring consistent availability.

10. Cross-Functional Support: Provide administrative assistance to Sales, Marketing, and other departments as needed to support day-to-day operations.

11. Communication & Coordination: Participate in team and company meetings as needed, maintaining effective communication across departments.

12. Lead by example in adhering to all company policies, procedures, and regulatory requirements, demonstrating professionalism, integrity, and accountability in all decisions and actions.

13. Model and reinforce The Blackhawk Group’s core values—Customer First, Own It, Make It Better, Be Quick, and Grow Together—through leadership behaviors that foster trust, engagement, and operational excellence.

Job Qualifications

Education

· High school diploma or equivalent required.

· Associate’s degree or coursework in business administration or a related field preferred.

Prior Work Experience

· 2+ years of experience in an administrative, receptionist, or front office support role.

· Experience managing multi-line phone systems and handling high-volume calls in a professional environment.

· Prior experience supporting office operations, scheduling, and event coordination.

· Experience working in a fast-paced, customer-facing environment with multiple priorities.

Knowledge, Skills, Competencies

· Strong communication skills with a professional and welcoming demeanor, both in person and over the phone.

· Highly organized with strong attention to detail and the ability to manage multiple tasks simultaneously.

· Proactive and dependable with a strong sense of ownership and accountability.

· Ability to prioritize tasks and adapt in a fast-paced, dynamic environment.

· Strong interpersonal skills with the ability to work effectively across departments.

· Basic proficiency in Microsoft Office (Outlook, Word, Excel) and general office systems.

· Customer-service oriented mindset with a focus on creating a positive office experience.

· High level of professionalism, discretion, and reliability.

Travel Requirements

· Travel Required: None

· % of Travel time: n/a