Executive Assistant

Port Houston•Houston, TX

6d•Onsite

About The Position

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.

Requirements

7+ years of related experience administrative support required
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

Nice To Haves

Associate’s degree in Business Administration, Communications, or related major in a public or accredited private academic institution preferred
Previous C-level support experience preferred

Responsibilities

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