Administrative Assistant

Port Of Corpus Christi Authority•Corpus Christi, TX

12d•Onsite

About The Position

Port Corpus Christi Authority (PCCA) is currently seeking a dynamic professional to join our team! This position provides administrative support for operational and project coordination duties for the Channel Infrastructure and Safety & Emergency Management Departments. The Administrative Assistant supports departmental planning, reporting, stakeholder coordination, records management, budget administration, travel coordination, and special Port operations projects and strategic initiatives.

Requirements

Five (5) years of progressively responsible administrative, project coordination, operational support, or related experience.
Experience supporting leadership and managing administrative functions in a complex operational environment preferred.
Experience in maritime, transportation, infrastructure, engineering, construction, public works, emergency management, public safety, government, or related industries preferred.
Experience coordinating projects, meetings, budgets, reporting activities, records management, and stakeholder communications.
Experience working with contractors, consultants, regulatory agencies, and external business partners preferred.
Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing business needs in a fast-paced environment.
Experience preparing presentations, reports, correspondence, and other business documents for leadership and external stakeholders.
Experience coordinating travel, expense reporting, purchasing, invoicing, and other administrative support functions preferred.
Advanced administrative, organizational, and time management skills.
Ability to represent PCCA professionally and effectively with internal and external stakeholders.
Ability to handle multiple assignments and projects from inception to completion while exercising sound judgment and prioritizing competing demands.
Capable of consistently producing accurate, high-quality work.
Ability to work during non-regular business hours (evenings/weekends as needed).
Capable of managing a heavy workload and adapting to ever-changing priorities.
Strong interpersonal skills with the ability to interact effectively and positively with employees, leadership, customers, contractors, regulatory agencies, and external stakeholders.
Ability to communicate professionally.
Intermediate proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Access, Teams, and other related applications.
Proficient in preparing reports, presentations, correspondence, spreadsheets, and other business documents.
Ability to coordinate meetings, projects, travel arrangements, expense reporting, and departmental administrative activities.
Ability to understand, interpret, and apply all PCCA policies and procedures; promotes and adheres to the SEAPORT values and applicable state and federal laws.
Maintains positive employee relations and encourages a collaborative environment where teamwork prevails; provides support to departmental leadership and staff, as appropriate.
Ability to perform essential job functions, including but not limited to frequent standing, walking, sitting, speaking or hearing, typing and occasional reaching, stooping, kneeling, lifting and/or moving up to 10 pounds with or without reasonable accommodation.
Must be able to walk and stand on level and/or inclined, climb stairs, ramps, ladders and work stands.
Must be able to crouch, crawl, grasp/handle objects, use finger dexterity, bend elbow/knee and reach above/below shoulders.
Ability to work in a general office environment, with some exposure to the elements when visiting worksites.
Ability to operate light-weight highway vehicles and standard office equipment and to work the requisite hours to fulfill position objectives, including evenings and/or weekends, as needed.
Ability to obtain and maintain a Transportation Worker Identification Credential (TWIC) during the course of employment.
Valid driver's license with a satisfactory driving record.

Nice To Haves

Associate’s degree in business administration, Public Administration, Communications, Engineering Technology, Construction Management, or a related field preferred.
CPR certified or the ability to become CPR certified within the first year of employment.

Responsibilities

Supports the daily administrative activities of the Channel Infrastructure and Safety & Emergency Management Departments.
Completes projects and special assignments by establishing objectives, coordinating resources, monitoring progress, resolving issues, and ensuring timely completion of deliverables.
Prepares and reviews documents, presentations, reports, correspondence, briefing materials, and other communications for department leadership, regulatory agencies, and external stakeholders.
Gathers, assembles, produces, and disseminates departmental reports, performance metrics, records, and other critical information.
Composes letters, emails, memorandums, and other correspondence; creates, edits, and proofs reports, presentations, databases, spreadsheets, and related materials.
Provides advanced administrative, operational, and project support to department leadership utilizing strong organizational, planning, communication, and problem-solving skills.
Serves as a liaison between department leadership, Port staff, contractors, consultants, customers, tenants, regulatory agencies, emergency response organizations, and other stakeholders to facilitate effective communication and collaboration.
Coordinates meetings, workshops, training sessions, emergency exercises, site visits, inspections, conferences, and special events in support of departmental initiatives.
Maintains meeting agendas, records meeting minutes, monitors action items, and tracks follow-up activities to ensure completion of assigned tasks.
Assists with the planning, coordination, tracking, and reporting of departmental projects, infrastructure initiatives, safety and preparedness programs, and strategic objectives.
Maintains project schedules, tracking logs, records, and documentation to support departmental operations and leadership decision-making.
Coordinates travel arrangements, conference registrations, travel authorizations, expense reports, and associated documentation for departmental leadership and staff.
Assists with departmental budgeting activities, purchase orders, vendor payments, invoice processing, contract documentation, and related administrative functions.
Assists with contract administration activities, maintains contract documentation, and coordinates administrative requirements with consultants, contractors, and vendors.
Assists with the development, implementation, and continuous improvement of departmental procedures, reporting processes, records management systems, and administrative workflows.
Oversees maintenance of departmental records, databases, inventories, training records, certifications, and official documentation in accordance with applicable policies and requirements.
Assists in supporting emergency preparedness, response, recovery, and continuity-of-operations activities through administrative coordination, documentation, reporting, and resource tracking.
Coordinates with local, state, federal, and industry partners to support departmental programs, initiatives, and regulatory requirements.
Performs administrative and logistical support functions for the Emergency Operations Center (EOC) as needed to facilitate emergency preparedness, response, recovery, and continuity of operations.
Evaluates administrative processes and recommends improvements to enhance efficiency, effectiveness, accuracy, and service quality.
Performs general administrative duties, including managing correspondence, maintaining files, responding to inquiries, organizing records, and coordinating office resources.
Promotes safety awareness and environmental consciousness, and complies with all applicable safety and environmental procedures and regulations in addition to complying with and adhering to PCC policy.
Maintains good employee relations, encourages and fosters a helpful environment where teamwork prevails and provides assistance to office staff where appropriate.
Drives vehicle as necessary to complete assigned tasks and works required hours/shifts necessary to fulfill facility objectives.
Performs related duties as assigned.
CPR certified or the ability to become CPR certified within the first year of employment.
Tier (2) status designation.