Executive Assistant - Community Health & Violence Prevention Services

Harris County

Houston, TX, USA

Full time

Dec 22

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.

 Administrative Duties

  •  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

  •  Other duties as assigned include special tasks involved in responding to an emergency event.


Harris County is an Equal Opportunity Employer

https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx

If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net

Requirements

  • 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.

Preferences

  • 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

General Information

Hours:

  • 40Hours/Week
  • 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


 Location:

  • 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.


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Harris County

Keeping residents and our community healthy & safe!

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