Executive Administrative Assistant

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 county’s 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 One’s multi-racial, multi-ethnic population is roughly 33 percent African American, 38 percent Latino, 21 percent Anglo, 6 percent Asian and 2 percent other or multiple races.Precinct One stretches south to Brazoria County and reaches into eastern and northern sections of Harris County. The Precinct’s 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 263-acre 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 hike-and-bike 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, detail-oriented professional who can manage multiple projects, track key deliverables, and facilitate cross-departmental 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.com 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 execution

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 high-level calendar management and scheduling support for the Chief of Staff.

• Assists the Senior Executive Manager to ensure the Chief of Staff is well-prepared 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
  
  

All applicants must register and complete the HRT Clerical Skills Test with a minimum score of 80% and typing speed of at least 35 wpm at 90% accuracy.
https://www.governmentjobs.com/careers/harriscountytx/jobs/998426/hrt-clerical-skills-test
Please see testing instructions in the General Information section below.

Education:

• Bachelor's degree in a relevant field.

Experience:

• Minimum of five (5) years of high -level administrative experience in a fast-paced office environment

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 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 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 and the ability to quickly learn new software and systems

• Experience in planning and coordinating executive-level meetings.

Register Online for the HRT Clerical Skills Test using the following link:

https://www.governmentjobs.com/careers/harriscountytx/jobs/998426/hrt-clerical-skills-test

Work Environment:

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.

Salary : $65,354 - $89,357