Executive Administrative Assistant
Executive Administrative Assistant
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Job Description
Position Description
About the Office of Commissioner Rodney Ellis
There are four precincts in Harris County. The four elected commissioners along with an elected county judge serve as members of Harris County Commissioners Court the administrative head of the countys government. Commissioner Rodney Ellis represents the constituents of Precinct One.
With approximately 1.17 million residents Harris County Precinct One is a diverse urban precinct that covers 363 square miles. Precinct Ones multiracial multiethnic population is roughly 33 percent African American 38 percent Latino 21 percent Anglo 6 percent Asian and 2 percent other or multiple One stretches south to Brazoria County and reaches into eastern and northern sections of Harris County. The Precincts territory includes a large section of Downtown Houston including the Downtown Harris County Courthouse Complex Toyota Center Minute Maid Park and the BBVA Compass Stadium. Other notable landmarks include the 263acre NRG Park Complex and the renowned Texas Medical Center. The Precinct is also the higher educational home to Houston Community College Rice University Texas Southern University the University of Houston and the University of St. Thomas. Precinct One manages more than 21 parks 10 community centers numerous hikeandbike trails three maintenance service centers and several area offices all of which provide an array of services to Precinct One residents.
The Mission of the Office of Commissioner Rodney Ellis:
Commissioner Rodney Ellis Office is committed to becoming a national model for delivering responsive public service that utilizes inclusive innovative and collaborative approaches to improve the quality of life advance equality of opportunity and promote the fair treatment of all people in Harris County. Key Ares of focus for our organization include but are not limited to:Advancing more effective fair and equitable criminal justice system.
Furthering economic justice equity and opportunity for all Harris County residents especially those often and historically left behind by government programs.
Ensuring equitable outcomes in health and access to quality affordable healthcare
Fighting for environmental and climate justice that keeps all communities safe and healthy.
Equitably investing in developing and maintaining resilient infrastructure and transportation for the 21st century
Building and defending voting rights and a democracy that ensures equitable representation.
Progressing equity and social and racial justice as common threads through all areas of public policy and public service.
What you will do at Precinct One
The Executive Administrative Assistant to the Chief of Staff plays a critical role in supporting the Chief of Staff through working with the Chief of Staff and Senior Executive Manager to support executive scheduling support and meeting preparation; internal and external stakeholder communications; project tracking; and workflow coordination.
The ideal candidate is highly organized detailoriented professional who can manage multiple projects track key deliverables and facilitate crossdepartmental collaboration while also handling administrative responsibilities.
Essential Duties and Responsibilities:
Project Monitoring and Tracking:
Works with the Chief of Staff and Senior Executive Manager to ensure efficient and effective assignment and tracking of organizational projects and initiatives and flow of information between the Chief of Staff Commissioner Engagement Team and organizational divisions
Works with the Senior Executive Manager to develop and maintain a project assignment tracking and monitoring system using Monday or other project management tools.
Works with the Senior Executive Manager to manage and track key deliverables timelines milestones and status reports to ensure initiatives timely
Workflow Coordination:
Works with the Chief of Staff and Senior Executive Manager to develop and implement efficient workflows and standard operating procedures (SOPs) to streamline processes improve communication and enhance productivity.
Works with the Chief of Staff and Senior Executive Manager to develop and implement efficient workflows and standard operating procedures (SOPs) to streamline processes improve communication and enhance productivity. Works with the Senior Executive Manager to collaborate with divisions to ensure seamless workflow integration across teams.
Works with the Senior Executive Manager to identify gaps in processes and recommend solutions to improve productivity.
Works with the Senior Executive Manager to ensure adherence of administrative SOPs by monitoring processes
Executive Level Scheduling Support and Meeting Preparation:
Assists the Senior Executive Manager in highlevel calendar management and scheduling support for the Chief of Staff.
Assists the Senior Executive Manager to ensure the Chief of Staff is wellprepared for meetings by:
Preparing meeting materials and agendas
Developing presentations
Providing briefing documents
After meeting action items
Public and External Stakeholder Communication:
Assists the Senior Executive Manager in managing public and external stakeholder inquires and communications
Assists the Senior Executive Manager in ensuring timely responses to public inquiries correspondence and stakeholder requests
Assists the Senior Executive Manager in managing correspondence of all incoming and outgoing communications including emails memos reports and official documents ensuring accuracy professionalism and timely responses
Assists the Senior Executive Manager in maintaining an organized system for tracking stakeholder interactions
Internal Communication and Coordination:
Assists the Senior Executive Manager in managing internal communications
Assists the Senior Executive Manager in managing and track correspondence of all incoming and outgoing communications including emails memos reports and official documents ensuring accuracy professionalism and timely responses
County Department and Elected Official Communication:
Assists the Senior Executive Manager in facilitating the flow of information correspondence and work products between the Precinct County Departments and County Officials in a professional and timely manner.
Administrative Policy and Procedure Development:
Collaborate with the Chief of Staff and Senior Executive Manager to develop and implement Administrative Division policies procedures and systems to ensure efficient and effective advancement of divisional duties and responsibilities.
Works with the Chief of Staff and Senior Executive Manager Ensure all policies and procedures align with organizational standards.
Assists the Senior Executive Manager Monitor and track adherence to administrative policies and provide analysis to the Chief of Staff.
Special Initiatives:
Assist the Senior Executive Manager with various organizational projects programs and initiatives as assigned by the Chief of Staff.
- Other duties as assigned
Harris County is an Equal Opportunity Employer
you need special services or accommodations please callor email
This position is subject to a criminal history check. Only relevant convictions will be considered and even when considered may not automatically disqualify the candidate.Requirements
All applicants must register and complete theHRT Clerical Skills Testwith a minimum score of 80and typing speed of at least 35 wpm at 90 accuracy.
see testing instructions in the General Information section below.Education:
Bachelors degree in a relevant field.
Experience:
Minimum of five 5 years of high level administrative experience in a fastpaced office environment
Knowledge Skills and Abilities:
Strong project management principles with exceptional organizational and time management skills with the ability to prioritize in a fastpaced environment.
Ability to maintain confidentiality and handle sensitive information with discretion
Strong written and verbal communication skills with experience developing and implementing administrative policies
Excellent interpersonal conflict resolution and problemsolving 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.
Problemsolving and analytical skills with a proactive and solutionoriented mindset
Proficiency in Microsoft Office Suite and the ability to quickly learn new software and systems
- Experience in planning and coordinating executivelevel meetings.
NOTE:Qualifying education experience knowledge and skills must be documented on your job application. You may attach a resume to the application as supporting documentationbutONLY information stated on the application will be used for consideration. See Resumewill not be accepted for qualifications.General Information
Register Online for the HRT Clerical Skills Testusing the following link:This job is performed at a workstation in a professional office environment as well as at other locations such as community centers meeting halls and various public offices. This role requires knowledge of and ability to use standard office equipment such as computers phones printers and copiers
Physical Demands:
A standard office role that requires remaining stationary for long periods. At times files or boxes weighing up to fifteen pounds must be transported.
Employment may be contingent on passing a drug screen and meeting other standards.
Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.
Employment Type
Full-Time
