Executive Assistant

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. Before submitting your application, please ensure your resume is ready for upload in either .doc or .pdf format. Application must be completed in full. 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) Perform other duties as assigned Education and Experience Associate’s degree in Business Administration, Communications, or related major in a public or accredited private academic institution preferred 7+ years of related experience administrative support required Previous C-level support experience preferred Knowledge, Skills, Abilities and Behaviors: Intermediate-advanced knowledge of Microsoft Office Proficiency in SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and BuySpeed software systems Knowledge of database management Advanced knowledge of fiscal management and reconciliation Budget preparation skills Event planning or coordination skills Strong decision making skills Attention to detail Prioritization and organization skills Problem-solution oriented Expert written and verbal communication skills Interpersonal skills Strong customer service focus, internal and external Works well under pressure, regularly Ability to work autonomously Ability to interact and collaborate in a team environment Limited degree of independent judgment Professionalism Maintain a high degree of confidentiality Desire to learn department area of focus Key Competencies Required: Building Trust Change Management (micro/departmental) Effective Communications Confidentiality Flexibility Initiative Interpersonal Managing Priorities/Meeting Deadlines Planning & Organizing Resilience This work site location of this job is: Port Houston Administration Building Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but due to open office environment noise level may occasionally be high. To apply, please go to . Only applications submitted through the Port Houston Careers website will be acknowledged. Port Houston is an equal opportunity employer and participates in the E-Verify program supervised by the U.S. Government. Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. We appreciate your interest in Port Houston. Port Houston is an equal employment opportunity employer. Port Houston’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. Port Houston also prohibits harassment of applicants or employees based on any of these protected categories. Application must be completed in full.