Executive Assistant to Procurement Director

Cypress-Fairbanks ISD; Houston (TX); On-site; USD 39,000 - 52,000; Full time

Job summary

Cypress-Fairbanks ISD is seeking an experienced administrative professional to support the Director of Procurement Services. The role involves maintaining calendars, confidential files, coordinating travel and meetings, and preparing materials for board and department activities.

The position requires strong MS Office skills, attention to detail, and the ability to handle multiple duties with minimal supervision while maintaining high professionalism and discretion.

Qualifications

• Minimum of two (2) years of administrative secretarial experience preferred.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) required.
• Adobe, Google Drive, and eFinance Plus PowerSchool experience preferred.
• Self-motivated with attention to detail, able to prioritize, organize, multi-task numerous complex administrative activities, and manage time with minimal supervision.
• Possesses excellent interpersonal, organizational and communication skills, verbal and written.
• Demonstrates integrity, confidentiality, and professionalism.
• Ability to work with frequent interruptions; ability to maintain emotional control under stress.

Responsibilities

• Provides administrative support to the Director of Procurement Services
• Maintain Director's calendar.
• Maintain confidential files for Director.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
• Prepare emails, letters, memos, and presentation materials.
• Answers and transfers phone calls, screening incoming phone calls to the department.
• Performs other general clerical and secretarial duties as requested, which may include p-card reconciliation, absence reconciliation, recordkeeping, maintaining office supplies, and handling packages and correspondence.
• Responds to external and internal inquiries on procurement department services, eProcurement system, status of bid solicitations, etc.
• Retrieve and compile purchase orders, bid solicitations, bid documents, and correspondence as requested.
• Prepares annual board agenda timeline and agenda action cover sheet for board meetings.
• Assists in Supplier Management including but not limited to vendor registration, activation, researching duplicates, pending, and on draft status on eProcurement system.
• Assists in retrieving documents and information for Public Information Requests (PIR) or audits as needed.
• Assists in archiving inactive procurement services department records.
• Assists in maintaining CFISD Procurement Services Department webpage.
• Performs other duties as assigned by the Director and Assistant Director of Procurement Services.
• Regular and reliable attendance is an essential job function.

Skills

Self-motivation

Attention to detail

Prioritization

Organizational skills

Time management

Interpersonal skills

Verbal communication

Written communication

Integrity

Confidentiality

Professionalism

Stress management

Ability to work with interruptions

Tools

MS Office

eFinance Plus

PowerSchool

Job description

Cypress-Fairbanks ISD is seeking an experienced administrative professional to support the Director of Procurement Services. The role involves maintaining calendars, confidential files, coordinating travel and meetings, and preparing materials for board and department activities.

The position requires strong MS Office skills, attention to detail, and the ability to handle multiple duties with minimal supervision while maintaining high professionalism and discretion.