Executive Administrative Assistant

Harris County; Houston (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Harris County is seeking an Executive Administrative Assistant to support the Chief of Staff in a fast-paced environment. This role involves project tracking, workflow coordination, and communication with stakeholders. The ideal candidate will have a Bachelor's degree and significant administrative experience, contributing to the mission of enhancing public service in Harris County.

Benefits

Medical, dental, and vision insurance at no cost after two months

Vacation, sick time, and floating holidays

Retirement program participation

Qualifications

• Five years of high-level administrative experience in a fast-paced office environment.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Support the Chief of Staff with executive scheduling and meeting preparation.
• Track organizational projects and initiatives.
• Manage public and external stakeholder communications.

Skills

Project Management

Organizational Skills

Communication

Problem-Solving

Education

Bachelor's degree in a relevant field

Tools

Microsoft Office Suite

Monday.com

Job description

About the Office of Commissioner Rodney Ellis
There are four precincts in Harris County. The four elected commissioners, along with an elected county judge, serve as members of Harris County Commissioners Court, the administrative head of the county’s government. Commissioner Rodney Ellis represents the constituents of Precinct One.

With approximately 1.17 million residents, Harris County Precinct One is a diverse, urban precinct that covers 363 square miles. Precinct One’s multi-racial, multi-ethnic population is roughly 33 percent African American, 38 percent Latino, 21 percent Anglo, 6 percent Asian and 2 percent other or multiple races.Precinct One stretches south to Brazoria County and reaches into eastern and northern sections of Harris County. The Precinct’s territory includes a large section of Downtown Houston, including the Downtown Harris County Courthouse Complex, Toyota Center, Minute Maid Park and the BBVA Compass Stadium. Other notable landmarks include the 263-acre NRG Park Complex and the renowned Texas Medical Center. The Precinct is also the higher educational home to Houston Community College, Rice University, Texas Southern University, the University of Houston and the University of St. Thomas. Precinct One manages more than 21 parks, 10 community centers, numerous hike-and-bike trails, three maintenance service centers and several area offices, all of which provide an array of services to Precinct One residents.

The Mission of the Office of Commissioner Rodney Ellis:
Commissioner Rodney Ellis’ Office, is committed to becoming a national model for delivering responsive public service that utilizes inclusive, innovative, and collaborative approaches to improve the quality of life, advance equality of opportunity, and promote the fair treatment of all people in Harris County. Key Areas of focus for our organization include, but are not limited to:

• Advancing more effective, fair and equitable criminal justice system.

• Furthering economic justice, equity, and opportunity for all Harris County residents, especially those often and historically left behind by government programs.

• Ensuring equitable outcomes in health and access to quality, affordable healthcare

• Fighting for environmental and climate justice that keeps all communities safe and healthy.

• Equitably investing in developing and maintaining resilient infrastructure and transportation for the 21st century

• Building and defending voting rights and a democracy that ensures equitable representation.

• Progressing equity and social and racial justice as common threads through all areas of public policy and public service.

What you will do at Precinct One

The Executive Administrative Assistant to the Chief of Staff plays a critical role in supporting the Chief of Staff through working with the Chief of Staff and Senior Executive Manager to support executive scheduling, support, and meeting preparation; internal and external stakeholder communications; project tracking; and workflow coordination.

The ideal candidate is highly organized, detail-oriented professional who can manage multiple projects, track key deliverables, and facilitate cross-departmental collaboration while also handling administrative responsibilities.

Essential Duties and Responsibilities:

Project Monitoring and Tracking:

• Works with the Chief of Staff and Senior Executive Manager to ensure efficient and effective assignment and tracking of organizational projects and initiatives, and flow of information between the Chief of Staff, Commissioner, Engagement Team, and organizational divisions

• Works with the Senior Executive Manager to develop and maintain a project assignment, tracking, and monitoring system using Monday.com or other project management tools.

• Works with the Senior Executive Manager to manage and track key deliverables, timelines, milestones, and status reports to ensure initiatives timely execution

Workflow Coordination:

• Works with the Chief of Staff and Senior Executive Manager to develop and implement efficient workflows and standard operating procedures (SOPs) to streamline processes, improve communication, and enhance productivity.

• Works with the Chief of Staff and Senior Executive Manager to develop and implement efficient workflows and standard operating procedures (SOPs) to streamline processes, improve communication, and enhance productivity. Works with the Senior Executive Manager to collaborate with divisions to ensure seamless workflow integration across teams.

• Works with the Senior Executive Manager to identify gaps in processes and recommend solutions to improve productivity.

• Works with the Senior Executive Manager to ensure adherence of administrative SOPs by monitoring processes

Executive Level Scheduling, Support, and Meeting Preparation:

• Assists the Senior Executive Manager in high-level calendar management and scheduling support for the Chief of Staff.

• Assists the Senior Executive Manager to ensure the Chief of Staff is well-prepared for meetings by:

  • Preparing meeting materials and agendas

  • Developing presentations

  • Providing briefing documents

  • After meeting action items

Public and External Stakeholder Communication:

• Assists the Senior Executive Manager in managing public and external stakeholder inquires and communications

• Assists the Senior Executive Manager in ensuring timely responses to public inquiries, correspondence, and stakeholder requests

• Assists the Senior Executive Manager in managing correspondence of all incoming and outgoing communications, including emails, memos, reports, and official documents, ensuring accuracy, professionalism, and timely responses

• Assists the Senior Executive Manager in maintaining an organized system for tracking stakeholder interactions

Internal Communication and Coordination:

• Assists the Senior Executive Manager in managing internal communications

• Assists the Senior Executive Manager in managing and track correspondence of all incoming and outgoing communications, including emails, memos, reports, and official documents, ensuring accuracy, professionalism, and timely responses

County Department and Elected Official Communication:

• Assists the Senior Executive Manager in facilitating the flow of information, correspondence, and work products between the Precinct, County Departments, and County Officials in a professional and timely manner.

Administrative Policy and Procedure Development:

• Collaborate with the Chief of Staff and Senior Executive Manager to develop and implement Administrative Division policies, procedures, and systems to ensure efficient and effective advancement of divisional duties and responsibilities.

• Works with the Chief of Staff and Senior Executive Manager Ensure all policies and procedures align with organizational standards.

• Assists the Senior Executive Manager Monitor and track adherence to administrative policies and provide analysis to the Chief of Staff.

Special Initiatives:

• Assist the Senior Executive Manager with various organizational projects, programs, and initiatives as assigned by the Chief of Staff.

• Other duties as assigned
  
  

Harris County is an Equal Opportunity Employer
https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx
If you need special services or accommodations, please call [phone] or email [e-mail]

This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

All applicants must register and complete theHRT Clerical Skills Testwith a minimum score of 85%
https://www.governmentjobs.com/careers/harriscountytx/jobs/998426/hrt-clerical-skills-test
Please see testing instructions in the General Information section below.

Education:

• Bachelor's degree in a relevant field from an accredited college or university

Experience:

• Five (5) years of high -level administrative experience in a fast-paced office environment

Knowledge, Skills, and Abilities:

• Strong project management principles with exceptional organizational and time management skills, with the ability to prioritize in a fast-paced environment.

• Ability to maintain confidentiality and handle sensitive information with discretion

• Strong written and verbal communication skills, with experience developing and implementing administrative policies

• Excellent interpersonal, conflict resolution, and problem-solving skills to foster collaboration across teams.

• Commitment to diversity, equity, and inclusion in the workplace

• Ability to work independently while effectively coordinating with a team.

• Problem-solving and analytical skills, with a proactive and solution-oriented mindset

• Proficiency in Microsoft Office Suite and the ability to quickly learn new software and systems

• Experience in planning and coordinating executive-level meetings.

NOTE:Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentationbutONLY information stated on the application will be used for consideration. "See Resume"will not be accepted for qualifications.

Register Online for the HRT Clerical Skills Testusing the following link:

https://www.governmentjobs.com/careers/harriscountytx/jobs/998426/hrt-clerical-skills-test

Position Type and Typical Hours of Work:

• Full-time | Regular

Work Environment & Physical Demands:

• This job is performed at a workstation in a professional office environment, as well as at other locations such as community centers, meeting halls, and various public offices. This role requires knowledge of and ability to use standard office equipment, such as computers, phones, printers, and copiers

• A standard office role that requires remaining stationary for long periods. At times files or boxes weighing up to fifteen pounds must be transported.

What You Get in Return
You will be surrounded by coworkers who bring their best daily. Passionate people who want to make a difference in the communities Precinct One serves and Harris County as a whole.You will be in a mission-driven organization surrounded by colleagues who bring their best to work each day and collaborate to make a difference in the communities Precinct One serves along with Harris County as a whole.

Harris County employees receive a competitive salary plus medical, dental and vision insurance at no cost to the employee after the first two months of full-time continued employment. Vacation, sick time and floating holidays allow our employees to recharge and balance work and personal time. Mandatory participation in our retirement program allows employees to save for retirement. Various other benefits and discounts lead to the satisfaction and engagement of our employees.

Employment may be contingent on passing a drug screen and meeting other standards.Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.