Executive Office Assistant

Position: EXECUTIVE OFFICE ASSISTANT
APPLICATIONS ACCEPTED FROM:  ALL PERSONS INTERESTED

SERVICE LINE/SECTION: DIRECTOR'S OFFICE/ OFFIC OF THE CHIEF OF STAFF

REPORTING

LOCATION:

611 WALKER, 25TH FLOOR

WORKDAYS &

HOURS:

MON.

- FRI. 8 AM - 5 PM
* * Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

This Executive Office Assistant position supports Houston Public Works C-Suite executive leadership by serving as the primary front-desk and administrative point of contact for the Director's Office and the Office of the Chief of Staff. This role is often the first point of contact for internal and external stakeholders, requiring a high level of professionalism, tact, discretion, initiative, and executive presence.

Working in a fast-paced executive environment, the position ensures professional customer service and consistent office operations by managing public-facing and internal calls, greeting and directing visitors to an executive floor, maintaining SharePoint-based trackers and accountability logs, and coordinating the timely distribution of mail and signature materials. The position routinely handles sensitive and confidential information and requires sound judgment, strong organization skills, and the ability to multitask, and a collaborative, team-oriented approach while supporting executive administrators and special initiatives.

RESPONSIBILITIES:

* Provides courteous, professional, and solutions-oriented customer service while answering and screening internal and external incoming calls; routes callers to appropriate service lines and/or 311; provides routine information when appropriate; and takes accurate messages using the SharePoint front desk reference/contact list.

* Demonstrates professional phone etiquette and in-person customer service standards when interacting with the public, executives, and internal staff.

* Maintains the SharePoint call tracker to ensure complete and accurate documentation of calls received, disposition, and follow-up actions, as applicable.

* Professionally receives and directs visitors; greets internal and external meeting participants and promptly notifies the appropriate executive administrator for visitor coordination and meeting support.

* Retrieves, opens (as appropriate), sorts, scans, and distributes mail and deliveries for executive staff, documents distribution for accountability, confidentiality and timely receipt.

* Maintains the Director signature log/sign-in sheet; document, route, and track materials delivered for signature in accordance with established executive office procedures.

* Maintains and updates posted reference documents (e.g., executive directory list, signature routing instructions) to ensure accuracy and ease of access for staff and visitors.

* Maintains an executive suite maintenance/issues log (25th floor); proactively communicate facility needs to appropriate points of contact and tracks issues through resolution.

* Ensures the lobby and front desk area remains professional, organized, and visitor-ready at all times; maintains front desk supplies as needed.

* Coordinates front desk coverage schedule updates in SharePoint; communicates coverage changes to designated support staff and arranges coverage per established procedures when temporarily away from the desk.

* Assists executive administrators with meeting logistics as needed, including meeting room readiness, distribution of basic meeting notices or materials, and simple setup coordination.

* Provides administrative support for special initiatives/projects (e.g., Combined Municipal Campaign) as assigned by executive leadership and/or supervisor.

* Performs other duties as assigned in support of executive office operations.

WORKING CONDITIONS     

The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.

EDUCATIONAL REQUIREMENTS

Requires a high school diploma or a GED.

EXPERIENCE REQUIREMENTS

Three years of clerical or administrative support experience are required.

LICENSE REQUIREMENTS

None

Certification:
May be required to pass a City administered typing test with a typing speed of 70 words per minute with no more than 7 errors.

* Experience providing front desk reception and executive-level customer service in a C-suite or senior leadership environment,

* Demonstrated ability to maintain strict confidentiality and exercise discretion when handling sensitive executive information.

* Excellent in-person and telephone customer service skills, including professional communication with the public, internal leadership, and external stakeholders.

* Proven ability to multitask, take initiative, anticipate needs, and manage competing priorities in a fast-paced executive office.

* Proficiency with Microsoft 365 (Outlook calendar support, Teams, Word, Excel) and SharePoint (updating trackers/logs, maintaining reference folders).

* Demonstrated experience maintaining accurate logs/records (call logs, routing…