Harris County (TX)-posted about 1 month ago
Full-time • Entry Level
Houston, TX
501-1,000 employees
Construction of Buildings

The Special Assistant to the Deputy Chief of Staff ensures coordination, alignment, and follow-through across the Policy, Communications, and Community Affairs divisions. This role blends project management with executive support, managing both the Deputy Chief of Staff's calendar and the movement of work across teams. The Special Assistant prepares meeting materials, captures decisions and action items, maintains project trackers and documentation, and ensures deadlines and expectations are met across divisions. This position is foundational to ensuring clear communication flow and operational execution.

  • Partners with the Deputy Chief of Staff to provide strategic oversight of organizational projects and initiatives, ensuring alignment with executive priorities and organizational objectives.
  • Leads the development and implementation of comprehensive project management frameworks using advanced tools such as Monday.com, Airtable, and shared trackers.
  • Track follow through on priorities and deliverables across Policy, Communications, Community Affairs and Advocacy; flag risks or delays; ensure accountability
  • Improve processes by creating simple templates, SOPs and workflows.
  • Manage and prioritize the Deputy Chief of Staff's calendar based on strategic priorities.
  • Coordinates meeting, logistics, and briefing preparation; Prepare agendas, materials, and decision points.
  • Serves as a point of coordination with internal and external stakeholders.
  • Prepares meeting materials, synthesizes complex policy and communications information into clear next steps, and ensures proper and timely follow through.
  • Monitors and triages inbound emails, requests, and communications to streamline decision-making and protect the Deputy Chief of Staff's time.
  • Coordinates high-level meetings and events, including strategic planning sessions, executive briefings and presentations, and cross-departmental coordination meetings.
  • Manages confidential and sensitive information with the highest level of discretion and professionalism.
  • Supports the design and implementation of organizational standard operating procedures (SOPs) to enhance efficiency and accountability.
  • Conducts comprehensive process evaluation to identify optimization opportunities and implement strategic improvements
  • Collaborates with division leaders to establish best practices and ensure consistent application of organizational standards.
  • Monitors organizational compliance and provides strategic recommendations for continuous improvement
  • Oversees the flow of information between Deputy Chief of Staff and the Policy, Communications, and Community Affairs divisions to ensure that priorities remain aligned and clearly owned.
  • Tracks cross-divisional commitments and timelines; flags risks and delays early.
  • Captures decisions and action items during meetings and circulates clear next steps and helps to identify misalignment or duplicative work.
  • Maintains a shared cross-divisional timeline or dashboard of deliverables and milestones.
  • Special projects and support as directed by Deputy Chief of Staff.
  • Bachelor's degree in a relevant field from an accredited college or university.
  • Minimum of three (3) years of providing executive support or coordinating projects/workstreams in fast paced environments
  • Experience in planning and coordinating executive-level meetings.
  • Strong project management principles with exceptional organizational and time management skills, with the ability to prioritize in a fast-paced environment.
  • Ability to synthesize policy and/or communications information into actionable next steps.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong written and verbal communication skills, with experience developing and implementing administrative policies including concise note taking and synthesis of information.
  • Excellent interpersonal, conflict resolution, and problem-solving skills to foster collaboration across teams.
  • Commitment to diversity, equity, and inclusion in the workplace.
  • Ability to work independently while effectively coordinating with a team.
  • Problem-solving and analytical skills, with a proactive and solution-oriented mindset.
  • Proficiency in Microsoft Office Suite, TEAMs, SharePoint, and the ability to quickly learn new software and systems, Planner, Monday.com, Asana.
  • Experience in policy, communications, government, advocacy or non-profit setting.
  • Medical Coverage
  • Dental Coverage
  • Vision Coverage
  • Wellness Plan
  • Life Insurance
  • Long-Term Disability (LTD) Insurance
  • Employee Assistance Program (EAP)
  • Healthcare Flexible Spending Account
  • Dependent Care Flexible Spending Account
  • Ten (10) days of vacation leave per year (accrual rate increases after 5 years of service)
  • Eleven (11) County-observed holidays
  • One (1) floating holiday per year
  • Paid Parental Leave
  • Sick Leave
  • 457 Deferred Compensation Plan
  • Professional learning & development opportunities
  • Retirement pension (TCDRS defined benefit plan)
  • Flexible work schedule
  • METRO RideSponsor Program
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