Executive Assistant

porthouston; Houston (TX); On-site; USD 60,000 - 75,000; Full time

Job summary

Port Houston is seeking an experienced administrative professional to provide complex, confidential support to executive partners. The role acts as a liaison with internal and external stakeholders, manages calendars and travel, handles correspondence, and coordinates department processes and budgets.

The position requires discretion, strong organizational skills, and the ability to work under pressure while maintaining professionalism in a fast-paced environment.

Responsibilities

• Responsible for the Division Officer's administrative affairs: planning, organizing, and coordinating staff matters; events; logistics; and other technical and complex administrative work
• Assist division to achieve its mission by coordinating complex processes associated with work specific to the department, such as working independently to organize processes involving multiple individuals or units, providing department services requiring the use of discretion and independent judgement in making decisions that affect employees, or other stakeholders, and/or working with complex and active financial accounts
• Be an initial point of contact for significant matters associated with Port Commission, elected officials, staff, and/or critical stakeholders
• 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 calendars, with heavy scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Officer and other staff including travel request and hotel accommodations as necessary
• Serve as the communication hub for division by communicating information from Division Officer to others and collecting and organizing information requested by Officer
• Interact with staff (all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high degree of business acumen and professionalism
• Schedule and plan department, division, or other internal/external client services meetings, including logistics, technology requirements, meeting agendas, meeting notes, etc.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Initiate, gather, format, and create content for submission materials/content of Port Commission items; coordinate with Division Officer and staff to ensure timely placement on monthly Port Commission agenda; maintain Divisions docket for tracking
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information to the internal/external stakeholders that requires the use of judgement in the application of policies, rules, or procedures
• Prepare letters 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 division, 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
• Research and assemble moderately complex information from a variety of sources for the completion of forms or the preparation of reports
• Perform general data entry tasks
• Prepare initial and reforecast budgets for approval and generally administer annual department budget
• Write/track 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)

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.

Position Summary:

Provides complex, diverse, and confidential administrative support in a variety of functions to key executive partners, requiring a high degree of independent judgment and a thorough knowledge of policies and procedures. Serves as liaison with internal and external customers and stakeholders.

Key Responsibilities/Duties:

• Responsible for the Division Officer's administrative affairs: planning, organizing, and coordinating staff matters; events; logistics; and other technical and complex administrative work
• Assist division to achieve its mission by coordinating complex processes associated with work specific to the department, such as working independently to organize processes involving multiple individuals or units, providing department services requiring the use of discretion and independent judgement in making decisions that affect employees, or other stakeholders, and/or working with complex and active financial accounts
• Be an initial point of contact for significant matters associated with Port Commission, elected officials, staff, and/or critical stakeholders
• 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 calendars, with heavy scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Officer and other staff including travel request and hotel accommodations as necessary
• Serve as the communication hub for division by communicating information from Division Officer to others and collecting and organizing information requested by Officer
• Interact with staff (all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high degree of business acumen and professionalism
• Schedule and plan department, division, or other internal/external client services meetings, including logistics, technology requirements, meeting agendas, meeting notes, etc.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Initiate, gather, format, and create content for submission materials/content of Port Commission items; coordinate with Division Officer and staff to ensure timely placement on monthly Port Commission agenda; maintain Divisions docket for tracking
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information to the internal/external stakeholders that requires the use of judgement in the application of policies, rules, or procedures
• Prepare letters 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 division, 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
• Research and assemble moderately complex information from a variety of sources for the completion of forms or the preparation of reports
• Perform general data entry tasks
• Prepare initial and reforecast budgets for approval and generally administer annual department budget
• Write/track 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)