Administrative Assistant II

porthouston; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Port Houston is seeking an experienced administrative professional to provide comprehensive support across departments. The role requires independent judgment, strong organizational skills, and a customer-focused approach to internal and external stakeholders.

You will manage calendars, coordinate meetings and travel, prepare documents, and assist with budget-related tasks, reporting, and records management. Proficiency in MS Office and SharePoint is essential to success.

Qualifications

• Associate's degree or equivalent preferred.
• 3+ years of related administrative support experience required.
• Proficiency in MS Office and data handling.

Responsibilities

• Provide administrative support for department operations and internal/external stakeholders.
• Manage calendars, meetings, travel arrangements for director and staff.
• Prepare correspondence, filing, records management, and office supplies.

Skills

Administrative support

Customer service

Communication skills

Organizational skills

Problem-solving

Autonomy

Education

Associate's degree in Business Administration/Communications

Tools

Microsoft Office

SharePoint

Kronos

JD Edwards

Cognos

Boarddocs

BuySpeed

Job description

Thank you for considering a career at Port Houston. We appreciate your interest in joining our team. By applying, you are taking an important step toward advancing your career with an organization committed to excellence.

Port Houston offers competitive compensation, comprehensive benefits, and a diverse, inclusive work environment. Joining our team means embarking on a fulfilling career path with opportunities for growth and impact.

Before submitting your application, please ensure your resume is ready for upload in either .doc or .pdf format. Application must be completed in full.

Position Summary:

Provides administrative support in a variety of functions to an individual, team, department(s), or another group in the organization, requiring a degree of independent judgment and a knowledge of policies and procedures. Serves as liaison with internal and external customers and stakeholders.

Key Responsibilities/Duties:

• Responsible for the Department's administrative affairs: planning, organizing, and coordinating staff issues; events; logistics; and other technical and complex administrative work
• Handle and maintain confidential and non-routine information
• Perform general administrative duties including preparing correspondence, filing and records management, providing phone coverage, redirecting calls, taking messages, scheduling appointments and maintaining office supplies and work area
• Administer direct supervisor's and/or department employees' calendars, scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Director and other departmental staff including travel request and hotel accommodations as necessary
• Schedule and plan department, division, or other internal/external client services meetings, including logistics, technology requirements, meeting agendas, meeting notes, etc.
• May support more than one department - Gather, format, and possibly create content for submission materials/content of Port Commission items
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information and general knowledge of company policies, practices, and operations
• Prepare letter and staff minutes; proofread for spelling, grammar and layout, making appropriate changes
• Review mail, ensure proper distribution, and respond accordingly to time sensitive correspondence
• Order office supplies, when needed
• Organize and maintain files in accordance with Auditing Standards and Port Houston's Records Retention System and act as records liaison with that department
• Participate as an integral team member of the department, and provide customer service to all internal and external clients
• Create/generate specialized charts, reports, and distributing on a regular basis
• Create/administer tracking spreadsheets for various items: purchase orders, projects, expense reports, inventory, vendors etc.
• Collect, review, and may analyze data to prepare reports, charts, budgets, and other presentation materials to present yourself or for others
• Perform general data entry tasks
• Prepare initial and reforecast budgets for approval and generally administer annual department budget
• Assist in writing/tracking department requests for proposals (RFP), request for Commission action (RCA), etc.
• Initiate and monitor purchase orders, check requests, and petty cash payments; review and process invoices for payment; prepares and maintains records of financial transactions
• Design, create content, and maintain/update department intranet webpage (SharePoint/Shareport)
• Act in accordance with Port Houston core values (respect, excellence, accountability, diligence, and you)
• Perform other duties as assigned

Education and Experience

Associate's degree in Business Administration, Communications, or related major in a public or accredited private academic institution preferred

3+ years of related experience administrative support required

Knowledge, Skills, Abilities and Behaviors:

• Intermediate-advanced knowledge of Microsoft Office
• Proficiency in SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and BuySpeed software systems
• Knowledge of database management
• Advanced knowledge of fiscal management and reconciliation
• Budget preparation skills
• Event planning or coordination skills
• Strong decision-making skills
• Attention to detail
• Prioritization and organization skills
• Problem-solution oriented - Expert written and verbal communication skills
• Interpersonal skills
• Strong customer service focus, internal and external
• Works well under pressure, regularly
• Ability to work autonomously
• Ability to interact and collaborate in a team environment
• Limited degree of independent judgment
• Professionalism
• Maintain general degree of confidentiality
• Desire to learn department area of focus

Key Competencies Required:

• Building Trust
• Change Management (micro/departmental)
• Communications
• Flexibility
• Initiative
• Interpersonal
• Managing Priorities/Meeting Deadlines
• Planning & Organi