Executive Assistant

Harris County Toll Road Authority; Houston (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

Harris County Toll Road Authority is seeking an experienced Administrative/Executive Assistant to support the Executive or Deputy Director. The role involves managing calendars, scheduling meetings, arranging travel, and handling confidential materials with tact and initiative.

The position requires strong MS Office skills, high-level professional communication, and the ability to prioritize multiple deadlines in a fast-paced environment. Office-based role with standard business hours.

Qualifications

• Two years of education beyond high school from an accredited institution.
• Minimum five years as an Executive Assistant or Administrative Assistant.
• Proficient in MS Office (Word, Excel, Outlook, Teams) and capable of handling confidential materials.
• Ability to meet deadlines in a fast-paced environment.

Responsibilities

• Prepares and edits memos, letters, reports and budgets with attention to timeliness and quality.
• Answer phones and route inquiries to the appropriate department or staff.
• Maintain executive calendars, schedule appointments and plan meetings.
• Arrange travel and itineraries; process travel documents and reimbursements.
• Assist with onboarding, HR paperwork, access provisioning and equipment setup.
• Organize and maintain division folders and document processes for cross-functional work.

Skills

Office suite proficiency

Confidentiality

Time management

Professional communication

Organization

Travel arrangements

Onboarding coordination

Education

Two years of education beyond high school

Tools

Microsoft Word

Microsoft Excel

Outlook

Microsoft Teams

Job description

Performs highly responsible administrative work assisting Executive or Deputy Director in the coordination of administrative tasks and/or assignments which are complex in nature and very broad in objective with integration of diverse functions. Assists in the performance of administrative activities which involves independently planning administrative objectives and priorities. Position also requires the ability to handle confidential materials with considerable personal tact and initiative. Maintains calendar, schedules appointments and/or meetings. Makes travel arrangements and arranges travel itineraries for department. Prepares and edits memos, Commissioners Court letters, agreements, reports, budgets, purchase orders and other work as assigned to ensure timeliness, appropriateness, and aesthetic quality.

Duties and Responsibilities:

• Prepares and edits correspondence to include memos, e-mail, Commissioners Court letters, agreements, reports, budgets, purchase orders and other work as assigned to ensure timeliness, appropriateness, and aesthetic quality.
• Answer phones interacting regularly with Harris County staff, citizens, and visitors and personally responds to routine requests for information and/or direct to appropriate department or individual.
• Maintains the calendar by maximizing available time while maintaining awareness of long-term commitments and prioritizing deliverables around changing deadlines.
• Provides analytical and specialized administrative support to include conducting research to relieve and assist with complex and time-intensive details.
• Prepares, monitors and follows up on new hire paperwork, promotions, merits, disciplinary documentation, contractor badges, and VPN applications and all other departmental Human Resources related items. Ensures all departmental new hires receive necessary accesses and equipment during onboarding.
• Makes timely travel arrangements, maintains travel itinerary, keeps mileage log, and prepares and processes travel documents.
• Organizes and maintains division folder structure.
• Documents processes and changes in processes including those for internal functions, cross-division coordination, Commissioners' Court documentation, and project-related functions.

Other Duties:

This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Education and Experience:

• Two (2) years of education beyond high school in college or technical school from an accredited institution.
• The minimum experience required is five (5) years as an Executive Assistant or Administrative Assistant.
• Types of experience required includes high-level administrative support to an executive and understanding the goals, values, and needs of both the executive and the agency.
• Proficient in Microsoft Office Suite, specifically Word, Excel, Outlook, and Teams.

Knowledge, Skills, and Abilities:

• Advanced knowledge of Microsoft Office Suite.
• Ability to maintain high level of confidentiality, judgment, professional etiquette, personal responsibility, and dependability.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• Ability to prioritize and organize daily work load.
• Professional level verbal and written communications skills.
• Ability to store data electronically, and arrange it effectively so as to retrieve it instantly when required.
• Ability to shift appointments when needed and timely informing the respective parties regarding the change.
• Ability to generate correspondence including business letters as per instruction.
• Understanding of the Public Relations etiquette and efficient in internal and external dealing.
• Skilled in coordinating with all concerned parties and arranging conferences.
• Effective problem solving ability.
• Skilled in making travel and stay arrangements for executive as well reimbursement paperwork.
• Values open communication, a willingness to learn, and a growth mindset.
• Outstanding and accurate typing skills.

Physical Demands:

• Light work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

NOTE:

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

Position Type and Typical Hours Work:

• This is a full time position.
• Days of work are Monday-Friday.
• Hours may vary based on business needs of the department.

Work Environment:

• There are no major sources of discomfort.
• A normal office environment with acceptable lighting and climate control is provided.
• Occasional trips to non-climate controlled HCTRA facilities may be required.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Reporting Relations:

Reports To Position: Executive or Deputy Director

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.

Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.

https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx

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