Job Title: Administrative Assistant
Reports To: Business Manager/ Executive Leadership
Department: Administration
Location: Waxahachie, Texas
Job Code: AHSC0123
Status: Full-Time, Exempt
Summary: The Administrative Assistant / Inter-Company Coordinator provides high-level administrative and coordination support to leadership across multiple affiliated entities. This position plays a key role in ensuring smooth communication, scheduling, and information flow between the three sister companies under the Americase umbrella.
The ideal candidate is organized, professional, and proactive—capable of supporting executives, managing administrative processes, and coordinating inter-company projects with accuracy and discretion.
Primary Duties & Responsibilities:
Inter-Company Coordination
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Serve as the central point of contact between the three affiliated entities for administrative, scheduling, and communication needs.
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Facilitate project coordination and task follow-up between company leadership, departments, and business units.
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Support the preparation and exchange of business documents, reports, and updates across entities.
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Schedule and document inter-company meetings; track action items and ensure completion.
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Maintain consistency in communication, recordkeeping, and administrative procedures across companies.
Executive & Departmental Support
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Coordinate calendars, schedule meetings, and arrange travel for executives and department heads.
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Prepare and format correspondence, reports, presentations, and meeting materials.
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Track project deadlines, deliverables, and follow-ups for leadership.
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Assist in planning and logistics for customer visits, internal meetings, and special events.
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Support management in maintaining confidentiality and ensuring professional, accurate documentation.
Administrative & Communication Support
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Serve as a liaison between executives, employees, customers, and vendors.
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Manage calls, emails, and other correspondence, ensuring timely response and follow-up.
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Assist in compiling and organizing data for reports and business updates.
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Help maintain shared administrative systems, records, and files across the entities.
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Uphold a positive, professional company image in all communications.
Required Skills & Competencies
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Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
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Excellent written and verbal communication skills.
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Strong organizational and multitasking abilities with attention to detail.
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Professionalism, confidentiality, and customer service orientation.
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Ability to manage multiple priorities across different business entities.
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Strong problem-solving and follow-through skills.
Education & Experience
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Associate’s Degree or higher preferred; High School Diploma required.
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3–5 years of experience in an administrative, coordinator, or executive support role.
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Experience supporting multiple departments or affiliated business units is preferred.
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Familiarity with business operations, reporting, or project coordination is a plus.
Key Attributes
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Proactive and self-motivated with strong ownership of responsibilities.
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Flexible and adaptable in a dynamic, multi-entity environment.
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Effective communicator who builds trust across teams and organizations.
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Reliable, detail-oriented, and committed to organizational success.
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Employee Signature Date
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Manager/HR Signature Dated
