Administrative Coordinator

Overview

Position Overview

Position Overview

Applications accepted from: All Persons Interested

Service Line: Director's Office

Reporting

Location:

611 Walker Street

Workdays &

Hours:

Mon.

- Fri., 8:00 a.m.

- 5:00 p.m. Occasional extended weekdays/weekend hours may be required to support operational needs, special projects, or time-sensitive priorities.

GENERAL

SUMMARY:

Provides executive-level administrative support to the Director of Houston Public Works in a fast-paced, high-volume executive office environment. Performs a wide range of administrative and coordination duties involving management of the Director’s complex and frequently changing calendar, scheduling priorities, meetings, correspondence, travel arrangements, phone and email communications, purchasing activities, and special projects. Handles highly sensitive and confidential information with professionalism, discretion, and sound judgment while supporting the efficient day-to-day operations of the Director’s Office.

Coordinates communication and scheduling activities with executive leadership, elected officials, governmental agencies, external partners, department staff, and the public in a professional and timely manner. Requires exceptional organizational skills, adaptability, attention to detail, and the ability to manage multiple competing priorities and time-sensitive requests with accuracy, professionalism, and responsiveness.

• Coordinates and manages the Director’s complex calendar, including scheduling meetings, prioritizing appointments and requests, resolving scheduling conflicts, and supporting alignment with executive priorities and departmental objectives.
• Coordinates meetings, conferences, presentations, and departmental functions involving the Director, including scheduling, logistics, and follow-up coordination.
• Serves as an administrative liaison between the Director and executive leadership, elected officials, governmental agencies, community organizations, external partners, department staff, and the public.
• Maintains flexibility and responsiveness in managing rapidly changing schedules, priorities, and executive requests.
• Screens, prioritizes, and responds to incoming communications including phone calls, emails, correspondence, invitations, and requests for information, exercising professionalism, discretion, and sound judgment in determining appropriate action or response.
• Prepares, edits, reviews, and distributes executive-level correspondence, reports, and other sensitive or confidential documents.
• Coordinates travel arrangements, itineraries, reimbursements, and related logistics for the Director.
• Coordinates administrative and purchasing activities for the Director’s Office.
• Maintains highly confidential information, records, communications, and sensitive personnel or operational matters with the professionalism and discretion.
• Works collaboratively with executive leadership staff and departmental personnel to support timely communication, coordination, and completion of assignments and priority initiatives.
• Anticipates scheduling and coordination needs within the Director’s Office and proactively addresses potential conflict or administrative issues to support efficient office operations.
• Performs other related duties as assigned, including responsibilities involving sensitive, confidential, or time-critical matters.

The position is essentially an office environment with normal lighting, temperature, and air conditioning. The individual has discretion about walking and standing as needed.

This is a Houston Public Works position at the Tier III Level.

Educational Requirements
Requires a Bachelor's degree in Business Administration, Liberal Arts, or a closely related field.

Experience Requirements
Five years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

License Requirements
None

• Five (5) years of progressively responsible administrative or executive support experience are required, including experience…