EXECUTIVE OFFICE ASSISTANT - IAH

City of Houston; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Houston is seeking an Executive Office Assistant for Terminal Operations to support payroll processing, draft reports, and manage correspondence using City systems. You will oversee department payroll corrections before timecards are closed and assist with calendar management and travel arrangements.

Candidates must have at least a high school diploma or GED; a Bachelor's degree may substitute for experience.

Qualifications

• Requires a high school diploma or GED.
• Bachelor’s degree may substitute for the experience requirement; an Associate’s degree may substitute for two years of the experience requirement.

Responsibilities

• Answer and screen telephone calls, take messages, and respond to routine inquiries.
• Open, sort, and distribute mail; prepare outgoing correspondence using standard formats; send faxes, packages, and mail.
• Prepare, edit, and proofread correspondence, reports, forms, and documents.
• Maintain calendars by scheduling meetings and appointments; arrange travel and prepare expense reports.
• Gather and prepare materials for meetings and presentations; coordinate meeting logistics including location, notices, agendas, and equipment setup; may prepare meeting minutes.
• Maintain organized filing systems for correspondence, reports, budget information, personnel records, and other departmental documents.
• Procure office supplies and services, including equipment maintenance and repairs.
• Assist with operational projects and special assignments based on goals and instructions from leadership.
• May prepare time and attendance records for management approval.

Skills

Organizational skills

Communication skills

Teamwork

Education

High school diploma or GED

Associate’s degree substitutes for two years experience

Tools

Microsoft Office

Administrative databases

Record management systems

Job description

Position Overview

Applications will be accepted from: All Persons Interested

Division/ Section: George Bush Intercontinental Airport / Terminal Operations

Workdays & Hours

Monday - Friday 8:00 am – 5:00 pm* (*Subject to change)

PURPOSE OF DIVISION

The Operations Division is responsible for the Airport Operations Centers (AOC), Airside and Terminal operations, Security, Airport badging offices, Safety, and Emergency Management at George Bush Intercontinental. The team works around the clock ensuring a safe, secure, and efficient customer experience from the roadway to the runway. The Operations Division is also the liaison to key stakeholders such as the Transportation Security Administration (TSA), Houston Fire Department (HFD), Houston Police Department (HPD), Federal Aviation Administration (FAA) and other agencies ensuring the highest level of safety and security for our customers.

PURPOSE OF THE POSITION

The Terminal Operations section includes approximately 300 employees under Security Operations, Traffic Operations, and Operational Response. The purpose of the Executive Office Assistant for Terminal Operations is to assist these business units and their managers in drafting reports and other correspondence utilizing Houston Airport System technology and tools as requested by the Assistance Director of Terminal. The Executive Office Assistant will also be responsible for overseeing the entire department’s payroll and implementing necessary corrections before timecards are closed for payroll processing.

Candidates must be able to obtain all security required badge access including Custom Border Patrol access within 6 months from the hire date.

Responsibilities

• Answer and screen telephone calls, take messages, and respond to routine inquiries. Receive and announce visitors and direct inquiries appropriately.
• Open, sort, and distribute mail; prepare outgoing correspondence using standard formats; send faxes, packages, and mail.
• Prepare, edit, and proofread correspondence, reports, forms, and documents. Compose routine correspondence for supervisor’s approval.
• Maintain calendars by scheduling meetings and appointments; arrange travel and prepare expense reports.
• Gather and prepare materials for meetings and presentations; coordinate meeting logistics including location, notices, agendas, and equipment setup; may prepare meeting minutes.
• Maintain organized filing systems for correspondence, reports, budget information, personnel records, and other departmental documents.
• Procure office supplies and services, including equipment maintenance and repairs.
• Assist with operational projects and special assignments based on goals and instructions from leadership.
• May prepare time and attendance records for management approval.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.

EDUCATIONAL REQUIREMENTS

Requires a high school diploma or a GED.

Certification

May be required to pass a City administered typing test with a typing speed of 70 words per minute with no more than 7 errors.

Experience Requirements

Three years of clerical or administrative support experience are required.

A Bachelor’s degree may substitute for the experience requirement; an Associate’s degree may substitute for two years of the experience requirement.

License Requirements

None

PREFERENCES

Preference will be given to applicants with experience providing administrative and operational support. Knowledge of airport operations, international passenger processing procedures, and coordination with federal agencies such as CBP and Airport stakeholder is highly desirable. Experience maintaining organized documentation, managing data entry, and supporting office operations including scheduling, records management, and report preparation is preferred.

Intermediate proficiency in Microsoft Office (Word, Excel, Outlook) and experience with administrative databases or record management systems is preferred. Strong organizational, communication, and teamwork skills, along with attention to detail and the ability to manage multiple priorities, are highly valued.

• Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.

Selection/Skills Tests Required

The selection process will involve application review and/or interview. Department may administer skills assessment test.

SAFETY IMPACT POSITION - NO

NO - If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

PAY GRADE

15

SALARY INFORMATION

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

EOE Equal Opportunity Employer

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.