Special Assistant, Deputy Chief of Staff

Houston, MS - USA

Hourly Salary: USD 31 - 42

Posted on: 14 hours ago

Vacancies: 1 Vacancy

Job Summary

Position Description

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 Staffs 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.

Duties and Responsibilities:

Strategic Project Management:

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 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.

Executive Support & Prioritization:

Manage and prioritize the Deputy Chief of Staffs 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 Staffs 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.

Standard Operating Procedure Development & Implementation:

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

Cross-Divisional Alignment:

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.

Other Duties as Assigned:

Special projects and support as directed by Deputy Chief of Staff.

Harris County is an Equal Opportunity Employer

you need special services or accommodations please call or email

Requirements

Education and Experience:

Bachelors degree in a relevant fieldfrom 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.

Knowledge Skills and Abilities:

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 Asana.

NOTE: Qualifying education experience knowledge and skills must be documented on your job application. You may attach a resume to the application as supporting documentation butONLY information stated on the application will be used for consideration. See Resumewill not be accepted for qualifications.

Preferences

Experience in policy communications government advocacy or non-profit setting.

General Information

Position Type Salary and Typical Hours of Work:

Regular Full-time
Hours will be discussed during departmental interview.

Work Environment and Physical Demands:

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. Telework opportunities are provided. This role requires knowledge of and ability to use standard office equipment such as computers phones printers and copiers.
A standard office role that requires remaining stationary for long periods. Attimes files or boxes weighing up to fifteen pounds must be transported.

Employment is contingent upon passing a background check and drug screen.

Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.

Position DescriptionThe 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 Staffs calendar and ...