Administrative Operations Assistant in El Paso, Texas at Sparrow Company LLC

Sparrow Company Executive Search & Staffing is seeking a proactive, organized, and dependable Administrative & Operations Assistant to support the Sparrow Company CEO, VP of Staffing & Sparrow Team and help keep daily operations running efficiently. This hands-on role combines administrative support, calendar management, social media, event coordination, payroll assistance, collections, and customer service.

The ideal candidate is a practical problem solver who takes initiative, team player who enjoys variety, pays close attention to detail, and follows through without constant supervision. This position offers the opportunity to work closely with company leadership while supporting a fast-paced staffing and executive search firm that serves clients throughout the United States and Mexico.

RESPONSIBILITIES AND DUTIES

Administrative & Calendar Support

• Support both business partners with scheduling, correspondence, document preparation, follow-ups, and daily administrative activities.
• Manage calendars, coordinate appointments, and send accurate calendar invitations with meeting details, attachments, and virtual meeting links.
• Prepare, proofread, and edit emails, reports, presentations, forms, flyers, and other business documents.
• Organize and maintain files, contact databases, task lists, and project deadlines.
• Prepare meeting materials, take meeting notes when requested, and track action items.
• Assist with office coordination, vendor communications, office supplies, and special administrative projects.

Social Media & Marketing Support

• Design professional recruiting materials, flyers, event announcements, and marketing graphics using Canva.
• Create, schedule, and publish content across company social media platforms while maintaining consistent branding.
• Monitor social media messages and inquiries, routing them to the appropriate team member.
• Identify opportunities to increase online engagement and brand awareness.

Event & Community Engagement

• Attend client meetings, networking events, Chamber functions, recruiting events, ribbon cuttings, and community events alongside company leadership.
• Capture professional photos and short-form videos for social media and marketing purposes.
• Coordinate event registrations, promotional materials, signage, and event logistics.
• Organize and maintain digital marketing assets from company events.

Payroll, Billing & Collections Support

• Assist with employee timecard follow-up and payroll processing after training.
• Review payroll information for accuracy and help resolve routine discrepancies.
• Assist with invoice tracking and professionally follow up with clients regarding outstanding balances.
• Maintain accurate records of payroll questions, collections activities, invoice updates, and payment follow-ups.
• Communicate with employees and clients regarding routine payroll, billing, and payment questions.

Customer Service & General Operations

• Provide exceptional customer service to clients, candidates, employees, and vendors.
• Maintain confidentiality of employee, client, payroll, financial, and company information.
• Support daily office operations and assist with special projects as assigned.
• Perform additional administrative and operational duties as needed.

REQUIREMENTS AND QUALIFICATIONS

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of (3) years of administrative, office support, customer service, or related experience.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and ability to identify errors before they become problems.
• Self-motivated with the ability to work independently while collaborating effectively with leadership.
• Professional customer service skills with the ability to interact confidently with clients, candidates, vendors, and employees.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience using Canva to create professional marketing materials and social media graphics.
• Familiarity with Facebook, LinkedIn, Instagram, and other business social media platforms.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to attend local business events and occasionally work early mornings, evenings, or weekends.
• Valid driver's license and reliable transportation preferred.
• Experience with payroll, timekeeping, invoicing, accounts receivable, or collections.
• Experience in staffing, recruiting, human resources, or another professional services environment.
• Basic photography and short-form video editing experience.
• Bilingual in English and Spanish preferred.
• Applicants may be subject to a background check.*
• A pre-employment drug screening may be required as a condition of employment.

*A conviction does not automatically disqualify you from employment. We will consider factors such as your age at the time, the timing and nature of the offense, its seriousness, and any rehabilitation efforts when determining your suitability for the role.

Sparrow Company Executive Search & Staffing is an Equal Opportunity Employer.