Executive Office Manager/Executive Assistant to the CEO

Galveston County Health District•Texas City, TX

About The Position

Galveston County Health District is seeking an organized, professional, and detail-oriented Executive Office Manager/Executive Assistant to the CEO to coordinate Executive Office operations and provide direct administrative support to the Chief Executive Officer. The position also supports executive leadership, the United Board of Health, and the Animal Services Advisory Committee as needed, and assists with organizational website and social media communications. The role coordinates administrative workflow, calendars, meetings, events, trainings, travel logistics, correspondence, and executive office communications. It maintains confidential records and supports board and committee meetings, including meeting materials, records retention, orientations, appointments, and applicable procedures and bylaws. Additional duties include preparing presentations; coordinating strategic planning and town hall logistics; handling purchasing, contracts, billing, reconciliation, invoicing, and budget tracking; updating the website; and assisting with social media, newsletters, reports, and communications standards. The position serves as a point of contact for stakeholders and supports public health emergency response activities, including evenings and weekends as needed. The position requires a high school diploma or equivalent and at least five years of experience supporting an executive-level manager, as well as at least five years of experience with basic accounting principles and office management systems and procedures. A bachelor’s degree, website and social media content management experience, and public health or healthcare experience are preferred. Equivalent combinations of education and experience may be considered. The successful candidate must comply with the district’s immunization policy and pass criminal background and drug/alcohol screening.

Requirements

High school diploma or equivalent required; equivalent combinations of education and experience may be considered.
Five or more years of experience providing administrative support to an executive-level manager.
Five or more years of experience with basic accounting principles and office management systems and procedures.
Excellent written and verbal communication skills.
Strong proficiency in Microsoft Office.
Ability to coordinate projects, prioritize shifting demands, work independently, and exercise sound judgment.
Commitment to confidentiality, professional customer service, and compliance with organizational policies and HIPAA.
Willingness to work evenings or weekends when necessary.
Ability to arrange transportation without relying on organization vehicles.
Valid Texas driver’s license or ability to readily obtain one; a motor vehicle record check may be required.
Must comply with GCHD immunization policy and pass criminal background and drug/alcohol screening.

Nice To Haves

Bachelor’s degree preferred.
Experience with website and social media content management preferred.
Experience in public health or healthcare preferred.

Responsibilities

Coordinate Executive Office administrative workflow and provide support to the CEO, Executive Leadership Team, United Board of Health, and Animal Services Advisory Committee.
Coordinate calendars, meetings, events, trainings, travel logistics, correspondence, and executive office communications.
Maintain confidential records and sensitive information with discretion and sound judgment.
Support United Board of Health and Animal Services Advisory Committee meetings, including records retention, meeting materials, orientations, appointments, and compliance with applicable procedures and bylaws.
Prepare presentations and coordinate strategic planning and town hall meeting logistics; communicate information on behalf of the CEO as needed.
Coordinate purchase requisitions, contracts, billing and purchasing documentation, credit card reconciliation, invoicing, and budget tracking.
Update the organization’s website and assist with social media content, newsletters, reports, and communications standards.
Serve as a point of contact for internal and external stakeholders and coordinate with departments and community partners.
Support public health emergency response activities, including evenings and weekends as needed.
Perform other duties as assigned.