Executive Assistant - Community Health & Violence Prevention Services
Under the supervision of the Division Director, Community Health & Violence Prevention Services (CHVPS), the Executive Assistant provides executive and administrative support to the Division Director. Responsible for handling all of the office-related affairs to ensure smooth and efficient operations and continuous quality improvement.
Executive Administrative Support
- Provide executive office support to the Division Director and leadership staff.
- Serve as primary liaison/point of contact for the department and internal/external stakeholders.
- Communicates effectively high-level/confidential directives to the CHVPS Leadership Team and their staff.
- Plan and coordinate special project scheduling and administrative tasks for the Director.
- Provide analytical and specialized administrative support to include conducting research to relieve and assist the Director of complex and time-intensive details.
- Arrange and coordinate meetings for the Direction and staff.
- Coordinate activities and special department functions as assigned by the Division Director.
- Assist in the preparation and review of correspondence, reports, presentations (e.g., PowerPoint), speeches, articles, and other work of the Division Director to ensure timeliness, appropriateness, and aesthetic quality.
- Serve as source of information management and provides information/referral to agencies.
- Make timely travel arrangements, maintains travel itinerary, keeps mileage log, and prepares and processes travel documents.
- Foster a sense of collaboration and teamwork with internal and external stakeholders.
- Respond to communications such as complaint calls for the CHVPS Division, to include analyzing, documenting, and routing to the proper staff member for resolution.
- Make appointments, schedule meetings, and maintain appointment and event calendars and contacts for the Division Director.
- Screen phone calls, take paper and electronic messages, and disseminate messages for the Director and his/her team.
- Maintain paper/scanned electronic files and updates spreadsheets/tracking reports for the Division Director.
- Responsible for receiving, reviewing, and routing incoming and circulating/handling outgoing correspondence (including composing, proofreading, and typing written correspondence) for the Division Director.
- Order office and other supplies and equipment to ensure efficient and timely operations of the CHVPS Division.
- Other duties as assigned include special tasks involved in responding to an emergency event.
Harris County is an Equal Opportunity Employer
If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net
- High School Diploma or GED
- Five (5) plus years of experience as an Executive Assistant
- Ability to exercise discretion and sound judgment when handling calls and scheduling appointments for the Division Director
- Understanding that the role requires demanding assignments
- Ability to discuss actions affecting intermediate or long-term programmatic functions with the department before implementation and not share such information
- Must have excellent verbal and written communication skills, including spelling.
- Must have the ability to exercise discretion and sound judgment when handling calls, scheduling appointments, and performing work duties for the Division Director.
- Must have great organizational skills and the ability to prioritize their work with assistance.
- Must have a passion for this type of work and exude enthusiasm for the mission and work of the agency and the CHVPS Division
- Intermediate knowledge and use of all programs within Microsoft Office Suite, especially Outlook, Excel, and PowerPoint
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 but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.
- Ten (10) plus years of experience as an Executive Assistant
- Public health/community-based organization experience
- One (1) year of experience in supervision of personnel
- Bilingual in Spanish
- Advanced knowledge and use of all programs within Microsoft Office Suite
- May be required to work long and irregular work hours in circumstances of public health emergencies.
- May occasionally be asked to work long hours to meet Executive Administrative deadlines
- Houston 77002
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.
Your application has been successfully submitted.
Keeping residents and our community healthy & safe!