Administrative Assistant II

Port Houston; Houston (TX); On-site; USD 40,000 - 65,000; Full time

Job summary

Port Houston is seeking an experienced administrative professional to provide high-level support across departments. The role involves calendars, travel arrangements, and confidential information handling, with strong communication and organizational skills essential for effective internal/external coordination.

You will create reports, manage documents, assist with budgets and procurement, and help ensure smooth operations in a dynamic port coordination center environment.

Qualifications

• Associate’s degree in Business Administration, Communications, or related major preferred.
• 3+ years of related experience in administrative support.

Responsibilities

• Provide administrative support to a department, team, or individual with independent judgment.
• Coordinate staff issues, events, logistics, and other complex admin work.
• Handle confidential information and maintain records per policy and retention rules.
• Schedule meetings, manage calendars, and coordinate travel for directors and staff.
• Prepare correspondence, proofread materials, and maintain filing systems.
• Create charts, reports, and tracking spreadsheets; assist with budgets and procurement.
• Support multiple departments as needed and assist with proposals/RCAs.

Skills

Interpersonal skills

Customer service focus

Attention to detail

Planning & organizing

Decision making

Written and verbal communication

Ability to work autonomously

Teamwork

Managing priorities/deadlines

Education

Associate’s degree in Business Administration or 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 workHandle and maintain confidential and non-routine informationPerform 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 areaAdminister 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 necessarySchedule 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 itemsScreen 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 operationsPrepare letter and staff minutes; proofread for spelling, grammar and layout, making appropriate changesReview mail, ensure proper distribution, and respond accordingly to time sensitive correspondenceOrder office supplies, when neededOrganize and maintain files in accordance with Auditing Standards and Port Houston’s Records Retention System and act as records liaison with that departmentParticipate as an integral team member of the department, and provide customer service to all internal and external clientsCreate/generate specialized charts, reports, and distributing on a regular basisCreate/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 othersPerform general data entry tasksPrepare initial and reforecast budgets for approval and generally administer annual department budgetAssist 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 transactionsDesign, 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 assignedEducation and ExperienceAssociate’s degree in Business Administration, Communications, or related major in a public or accredited private academic institution preferred3+ years of related experience administrative support requiredKnowledge, Skills, Abilities and Behaviors:Intermediate-advanced knowledge of Microsoft OfficeProficiency in SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and BuySpeed software systemsKnowledge of database managementAdvanced knowledge of fiscal management and reconciliationBudget preparation skillsEvent planning or coordination skillsStrong decision-making skillsAttention to detailPrioritization and organization skillsProblem-solution oriented • Expert written and verbal communication skillsInterpersonal skillsStrong customer service focus, internal and externalWorks well under pressure, regularlyAbility to work autonomouslyAbility to interact and collaborate in a team environmentLimited degree of independent judgmentProfessionalismMaintain general degree of confidentialityDesire to learn department area of focusKey Competencies Required:Building TrustChange Management (micro/departmental)CommunicationsFlexibilityInitiativeInterpersonalManaging Priorities/Meeting DeadlinesPlanning & OrganizingResilienceTeamworkThis work site location of this job is:Port Coordination CenterWork Environment:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but due to open office environment noise level may occasionally be high. To apply, please go to porthouston.com/careers. Only applications submitted through the Port Houston Careers website will be acknowledged. Port Houston is an equal opportunity employer and participates in the E-Verify program supervised by the U.S. Government.Disclaimer:The above information on this description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.We appreciate your interest in Port Houston. Port Houston is an equal employment opportunity employer. Port Houston’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. Port Houston also prohibits harassment of applicants or employees based on any of these protected categories. Application must be completed in full.