Administrative Assistant

Houston-Galveston Area Council•Houston, TX

6d•Onsite

About The Position

The Houston-Galveston Area Council is one of the largest regional planning commissions in the country with a diverse service area of 13 counties and more than 7 million people. We are the pulse of our region addressing issues that cross city limits and county lines every single day. We make decisions that affect our transportation system, ensure the safety and well-being of our seniors, connect people to jobs, help families recover from natural disasters, preserve water quality for our children, and so much more. We work to make the region a great place to live, work, and thrive.

Requirements

High School Diploma or equivalent.
Less than a year of experience working with local government, nonprofit programs, schools, or in job-related duties.

Nice To Haves

Any Post Secondary education.
More than one year of experience working with local government, nonprofit programs, schools, or in job-related duties
Experience supporting a director, department head, executive, or senior management team.
Experience in local government, a regional council, metropolitan planning organization, transportation agency, nonprofit organization, or other public-sector setting.
Experience processing purchases, invoices, travel documentation, reimbursements, or procurement records.
Experience supporting committees, working groups, public meetings, or community engagement activities.
Experience preparing meeting minutes and maintaining official or public records.
Experience working with diverse communities and regional stakeholders.

Responsibilities

Manage the Department Director’s calendar, meetings, travel, correspondence, and follow-up activities.
Prepare and coordinate agendas, reports, presentations, correspondence, meeting materials, and other departmental documents.
Track assignments, action items, deadlines, and decisions.
Coordinate department meetings, workshops, training, staff events, and other activities.
Maintain departmental calendars, records, contact lists, shared files, templates, and procedures.
Respond to routine inquiries and route requests to appropriate staff.
Handle confidential information professionally and support special projects and administrative process improvements.
Coordinate departmental purchases, registrations, memberships, supplies, equipment, and services.
Process purchase requests, invoices, expense documentation, reimbursements, travel authorizations, and related records.
Coordinate with Finance, Procurement, vendors, and staff to resolve purchasing and payment issues.
Maintain purchasing and expenditure records and assist with basic budget tracking and reconciliation.
Help ensure transactions comply with budgets, procurement procedures, documentation requirements, and internal controls.
Coordinate department-level onboarding and offboarding for employees, interns, temporary staff, and contractors.
Work with HR, IT, Facilities, and other departments to coordinate workspace, equipment, system access, credentials, orientation, and training.
Maintain onboarding materials, staff directories, organizational charts, and related administrative records.
Assist with professional development, conferences, training, and employee recognition activities.
Provide administrative and logistical support for committees, subcommittees, and working groups.
Coordinate meeting schedules, invitations, notices, locations, virtual platforms, attendance, and meeting materials.
Prepare and distribute agendas, presentations, minutes, handouts, and action-item summaries.
Maintain committee rosters, records, calendars, historical files, and track follow-up activities.
Coordinate in-person, virtual, and hybrid meetings and communicate with committee members, elected officials, partner agencies, consultants, and the public.
Provide administrative and logistical support for community engagement activities across the Metropolitan Planning and Analysis Division.