Administrative Assistant

Port Corpus Christi Authority (PCCA) is currently seeking a dynamic professional to join our team! This position provides administrative support for operational and project coordination duties for the Channel Infrastructure and Safety & Emergency Management Departments. The Administrative Assistant supports departmental planning, reporting, stakeholder coordination, records management, budget administration, travel coordination, and special Port operations projects and strategic initiatives.

• Supports the daily administrative activities of the Channel Infrastructure and Safety & Emergency Management Departments.
• Completes projects and special assignments by establishing objectives, coordinating resources, monitoring progress, resolving issues, and ensuring timely completion of deliverables.
• Prepares and reviews documents, presentations, reports, correspondence, briefing materials, and other communications for department leadership, regulatory agencies, and external stakeholders.
• Gathers, assembles, produces, and disseminates departmental reports, performance metrics, records, and other critical information.
• Composes letters, emails, memorandums, and other correspondence; creates, edits, and proofs reports, presentations, databases, spreadsheets, and related materials.
• Provides advanced administrative, operational, and project support to department leadership utilizing strong organizational, planning, communication, and problem‑solving skills.
• Serves as a liaison between department leadership, Port staff, contractors, consultants, customers, tenants, regulatory agencies, emergency response organizations, and other stakeholders to facilitate effective communication and collaboration.
• Coordinates meetings, workshops, training sessions, emergency exercises, site visits, inspections, conferences, and special events in support of departmental initiatives.
• Maintains meeting agendas, records meeting minutes, monitors action items, and tracks follow‑up activities to ensure completion of assigned tasks.
• Assists with the planning, coordination, tracking, and reporting of departmental projects, infrastructure initiatives, safety and preparedness programs, and strategic objectives.
• Maintains project schedules, tracking logs, records, and documentation to support departmental operations and leadership decision‑making.
• Coordinates travel arrangements, conference registrations, travel authorizations, expense reports, and associated documentation for departmental leadership and staff.
• Assists with departmental budgeting activities, purchase orders, vendor payments, invoice processing, contract documentation, and related administrative functions.
• Assists with contract administration activities, maintains contract documentation, and coordinates administrative requirements with consultants, contractors, and vendors.
• Assists with the development, implementation, and continuous improvement of departmental procedures, reporting processes, records management systems, and administrative workflows.
• Oversees maintenance of departmental records, databases, inventories, training records, certifications, and official documentation in accordance with applicable policies and requirements.
• Assists in supporting emergency preparedness, response, recovery, and continuity‑of‑operations activities through administrative coordination, documentation, reporting, and resource tracking.
• Coordinates with local, state, federal, and industry partners to support departmental programs, initiatives, and regulatory requirements.
• Performs administrative and logistical support functions for the Emergency Operations Center (EOC) as needed to facilitate emergency preparedness, response, recovery, and continuity of operations.
• Evaluates administrative processes and recommends improvements to enhance efficiency, effectiveness, accuracy, and service quality.
• Performs general administrative duties, including managing correspondence, maintaining files, responding to inquiries, organizing records, and coordinating office resources.
• Promotes safety awareness and environmental consciousness, and complies with all applicable safety and environmental procedures and regulations in addition to complying with and adhering to PCC policy.
• Maintains good employee relations, encourages and fosters a helpful environment where teamwork prevails and provides assistance to office staff where appropriate.
• Drives vehicle as necessary to complete assigned tasks and works required hours/shifts necessary to fulfill facility objectives.
• Performs related duties as assigned.
• CPR certified or the ability to become CPR certified within the first year of employment.
• Tier (2) status designation.

The preferred candidate for this position will be professional, proactive, resourceful, and highly organized, with the ability to effectively manage multiple priorities in a dynamic environment. They must possess exceptional judgment, confidentiality, tact, and diplomacy, and be a…