Administrative Assistant III in Customer Support

Position: Executive Assistant

Department: Admin
Reports to: President
Location: Tyler, TX (on-site)
Employee Type: Full-time
FLSA Status: Non-Exempt

Job Summary

The Executive Assistant serves as a key administrative and operational partner to executive leadership while providing primary administrative support for the Customer Support organization. This role extends beyond traditional administrative responsibilities by coordinating critical business processes, supporting executive initiatives, and ensuring the smooth operation of multiple functions across SPEA America. The successful candidate will build broad knowledge of the company's business operations and progressively assume greater responsibility as they develop into a trusted administrative partner supporting executive leadership and the continued growth of SPEA America.

Role Vision

This position is designed for an accomplished administrative professional seeking long-term career growth. As the individual develops expertise in SPEA America's business processes, additional opportunities will be available to support executive leadership, coordinate cross-functional initiatives, improve administrative business processes, and contribute to the company's operational success.

Essential Duties and Responsibilities

Executive & Administrative Support

• Serve as a trusted administrative partner to executive leadership by anticipating needs, exercising sound judgment, and managing priorities with professionalism and discretion.
• Coordinate daily administrative and operational activities, including executive support, business correspondence, office administration, visitor reception, and other functions that contribute to the efficient operation of SPEA America.
• Prepare professional correspondence, reports, presentations, and other business documents with exceptional accuracy and attention to detail.
• Maintain confidential information while demonstrating the highest standards of integrity and professionalism.
• Identify opportunities to improve administrative processes and recommend practical solutions that enhance organizational effectiveness.

Customer & Service Administration

• Serve as a professional point of contact for customers regarding quotations, purchase orders, service scheduling, warranties, and general service inquiries.
• Monitor service agreements, equipment warranties, and other customer commitments to ensure timely follow-up and exceptional customer satisfaction.
• Develop a comprehensive understanding of Customer Support operations and continuously improve administrative processes that support service excellence.

Customer Support & Business Operations

• Serve as the primary administrative resource for Customer Support by coordinating quotations, purchase orders, service administration, and customer communications.
• Prepare detailed quotations for service, training, spare parts, consumables, and related offerings while ensuring accuracy, completeness, and compliance with company procedures.
• Collaborate with engineers, technicians, sales personnel, and customers to coordinate service activities and ensure timely, accurate execution.
• Review and process customer purchase orders, verify pricing and scope, resolve discrepancies, and initiate internal workflows.
• Create and maintain service jobs and related documentation within company business systems.

Cross-Functional Operations

• Develop working knowledge of company operations across Customer Support, Sales, Shipping & Receiving, Finance, and executive administration to effectively coordinate activities between departments.
• Provide backup support for shipping and logistics functions, including domestic and international shipment coordination, as required.
• Support special projects and strategic initiatives as assigned by executive leadership.
• Progressively assume additional administrative and operational responsibilities as business needs evolve and expertise is developed.

Required Qualifications

• Associate degree in Business Administration or equivalent experience preferred.
• 7 years of progressive administrative experience supporting customer service, technical service, or service operations.
• Proficiency with Microsoft Office and ERP, CRM, or service management systems.

Professional Attributes

· Executive-level communication skills and professional presence.

· Exceptional organizational and project coordination abilities.

· Strong business judgment and independent prioritization.

· Curiosity to understand the business beyond assigned tasks.

· Ownership mentality and follow-through.

· Cross-functional collaboration and influence.

· Commitment to continuous improvement.

Additional Information

• Starting Salary: $47,500. Final compensation will be based on the successful candidate's experience, education, qualifications, demonstrated competencies, and overall fit for the position.
• Benefits: SPEA America offers a competitive benefits package including 401k, generous paid time off policy, health, dental, and vision among others.
• Career Growth: This position offers opportunities for professional development and increasing responsibility based on performance and business needs.

Equal Employment Opportunity Statement
SPEA America is an equal opportunity employer committed to creating and maintaining a work environment free from discrimination and harassment. We do not discriminate based on race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability, pregnancy, parental status, genetic information, political affiliation, or any other protected status under applicable federal, state, or local law. Accommodations are available for applicants with disabilities. This policy applies to all employment practices, including recruiting, hiring, promotion, compensation, training, and separation.

E-Verify. Where required by law, SPEA America participates in the E-Verify program.

Pay: From $47,500.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Application Question(s):

• Proficient in MS Office applications.

Experience:

• Advanced Administrative Support: 5 years (Required)

Work Location: In person

Salary : $47,500