Administrative Assistant II

0072 Port of Houston Authority; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Port Houston is seeking an organized Administrative Assistant to provide essential support across departments at the Port Coordination Center. You will manage calendars, coordinate travel, handle correspondence, and maintain records with discretion.

The role requires an Associate degree and 3+ years of related experience, strong Microsoft Office skills, and the ability to prepare reports and presentations while ensuring accuracy and confidentiality in a fast-paced environment.

Qualifications

• Associate degree in Business Administration, Communications, or related field; 3+ years of admin support experience.
• Proficiency with Microsoft Office and enterprise software.
• Strong written and verbal communication; ability to handle confidential information.

Responsibilities

• Provide administrative support across departments, including scheduling and records management.
• Coordinate calendars, travel, meetings and other logistics for staff.
• Prepare reports, budgets, and presentation materials for internal and external use.
• Manage confidential information and serve as liaison with internal and external stakeholders.
• Support multiple departments as needed.

Skills

Microsoft Office

Verbal communication

Written communication

Customer service

Time management

Education

Associate degree in Business Administration, Communications, or related field

Tools

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.

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 & Organizing Resilience Teamwork

This work site location of this job is: Port Coordination Center

Work 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.

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.

Are you ready to think about the future and dream big? At Port Houston, we're seeking individuals who are eager to tackle the most significant challenges of their careers. For over a century, we've been driven by vision and scale, delivering impactful initiatives that shape Houston and the region. Our sustainability and success hinge on attracting, retaining, and nurturing exceptional talent.

When you join Port Houston, you're embarking on a journey towards a fulfilling career path.

Take the first step in the right direction - are you READY?