Administrative Assistant

• Collaborate closely with the TxEEE Coordinating Manager to prepare and execute in-person and hybrid training courses.
• Responsibilities include assembling course materials, setting up presentation equipment, and ensuring classrooms are clean, organized, and stocked with necessary supplies.
• Assist with teardown and reset between sessions, maintaining readiness for consecutive trainings.
• Support course openings and closings, including field trip logistics and attendance tracking.
• Serve as the first point of contact for students, responding promptly to inquiries via phone and email.
• Greet and assist students on-site, providing guidance on schedules, locations, and amenities.
• Maintain a welcoming and professional environment that reflects PETEX’s commitment to customer satisfaction and learner experience.
• Process course registrations in CVent. Ensure accurate data entry and timely updates to student records.
• Coordinate with the Austin office to reconcile registration data and ensure delivery of conference materials.
• Support photo documentation of classes and maintain organized digital archives.
• Monitor and maintain inventory of office and classroom supplies.
• Assist with purchase order (PO) creation and modification, including quarterly PO strategies and conference card backup plans as outlined in PETEX | Corporate Catering Resolution.
• Ensure compliance with university procurement policies and maintain documentation for audit readiness.
• Coordinate transportation and catering for training sessions, field trips, and hosted events.
• Liaise with vendors and TxEEE Admin and Finance team to ensure timely delivery and compliance with contract requirements.
• Assist with break room setup and event logistics, including AV support and hospitality arrangements.
• Participate in special projects and hosted events.

Administrative Associate

Administrative Assistant – Student Affairs