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EXECUTIVE ASSISTANT (ADMINISTRATIVE COORDINATOR (EXE LEV))

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EXECUTIVE ASSISTANT (ADMINISTRATIVE COORDINATOR (EXE LEV))

Salary

$75,000.00 - $90,000.00 Annually

Location

901 Bagby

Job Type

Full Time

Job Number

36807

Department

Mayor's Office

Opening Date

07/17/2025

Closing Date

7/24/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

DIVISION: ADMINISTRATION OFFICE

REPORTING LOCATION: 901 BAGBY, 1ST FL.

WORKDAYS & HOURS: MONDAY - FRIDAY 8:00 a.m. – 5:00 p.m.*

*Subject to Change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The City of Houston is seeking a highly organized, discreet, and proactive Executive Assistant to provide high-level administrative and operational support to both the Chief Strategy and Operations Officer (CSOO) and the Chief of Intergovernmental Affairs (CIGA). This dual-role position requires exceptional judgment, flexibility, and the ability to manage sensitive information while coordinating priorities across two fast-paced and high-impact executive offices.

Key Responsibilities:

Administrative Support (50% for CSOO / 50% for CIGA):

+ Manage complex calendars, schedule meetings, and coordinate logistics across internal departments, elected officials, and external stakeholders.

+ Prepare briefing materials, presentations, memos, and correspondence with accuracy and professionalism.

+ Track and follow up on key initiatives, deadlines, and action items on behalf of both executives.

+ Serve as the first point of contact for phone calls, emails, and visitors, ensuring timely, professional, and diplomatic communication.

+ Handle travel arrangements and process reimbursements in accordance with city policies.

Project Coordination:

+ Support the implementation of strategic initiatives led by the CSOO, including performance management, operational efficiency efforts, and cross-departmental coordination.

+ Assist the CIGA with legislative tracking, coordination with local, state, and federal partners, and preparation for public meetings or policy briefings.

+ Maintain confidential files, track relevant documents, and organize records to ensure easy retrieval and compliance with city retention policies.

Liaison & Relationship Management:

+ Coordinate with other mayoral executive assistants and department liaisons to ensure seamless operations.

+ Assist in organizing internal and external meetings, roundtables, and events hosted by either executive.

+ Represent the values and professionalism of the Mayor’s Office in all interactions.

WORKING CONDITIONS

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENT

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

EXPERIENCE REQUIREMENT

Five years of administrative experience are required.

Professional administrative experience may be substituted for the education requirement on a year-for-year basis.

LICENSE REQUIREMENTS

None

PREFERENCES

Preference will be given to applicants who have the following:

+ Bachelor’s degree preferred; equivalent relevant experience may be considered.

+ Minimum of 5 years’ experience in an executive assistant, chief of staff support, or high-level administrative role.

+ Demonstrated ability to manage multiple priorities with discretion, confidentiality, and a high level of judgment.

+ Strong writing, editing, and verbal communication skills.

+ Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Zoom/Teams.

+ Ability to work independently and collaboratively in a high-pressure, dynamic environment.

+ Familiarity with city, state, or federal government operations is highly desirable.

Key Attributes:

+ Professionalism and poise under pressure

+ Politically astute and tactful

+ Detail-oriented with strong organizational skills

+ Trusted, reliable, and ethical

+ Committed to public service and the mission of the Mayor’s Office

Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.

GENERAL INFORMATION

SELECTION / SKILLS TESTS REQUIRED

Department may administer skills assessment test

SAFETY IMPACT POSITION YES

If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

SALARY INFORMATION

Factors used in determining the salary offered include the candidate’s qualifications as well as the pay rates of other employees in this classification.

PAY GRADE: 24

APPLICATION PROCEDURES

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov.

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call (832-393-0453).

If you need special services or accommodations, call (832-393-0453). (TTY 7-1-1)

If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

EOE Equal Opportunity Employer

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

+ Medical

+ Dental

+ Vision

+ Wellness

+ Supplemental Insurance

+ Life insurance

+ Long-term disability

+ Retirement pension

+ 457 deferred compensation plan

+ Employee Assistance Program

+ 10 days of vacation each year

+ 11 city holidays, plus one floating holiday

+ Compensable Sick Leave

+ Personal Leave

+ Flexible schedules

+ Hybrid-Telework for eligible positions

+ Professional development opportunities

+ Transportation/parking plan

+ Section 125 pretax deductions

+ Dependent Care Reimbursement Plan

+ Paid Prenatal, Parental and Infant Wellness Leaves

+ Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?

+ Yes

+ No

02

Which of the following best describes your completed education?

+ High School / GED

+ Associate Degree

+ Bachelor's Degree

+ Masters Degree or higher

+ None of the above

03

Please list your degree concentration.

+ Marketing

+ Public Relations

+ Management

+ Business Administration

+ Liberal Arts

+ Other degree not listed

+ I do not have a degree

04

How many years of pertinent, progressive professional experience in personnel, administration, accounting or a closely related field do you have?

+ 4 years or less

+ 5 - 6 years

+ 7 - 8 years

+ 9 - 10 years

+ 11 years or more

05

Please describe your experience supporting executive leadership, such as in an Executive Assistant, Chief of Staff support, or other high-level administrative capacity. If none, use N/A. (See resume is not an acceptable answer.)

06

How many years of working experience do you have with city, state, or federal government operations?

+ Less than 1 year

+ 1 - 2 years

+ 3 - 4 years

+ 5 years or more

07

Please indicate your level of proficiency in Microsoft Office Suite.

+ BASIC MICROSOFT OFFICE SUITE: Create a new document, enter text, and save it; navigate in a document and perform a search; format cells, rows, and columns; modify a database and insert data from another application; create title and bullet slides; work with text, drawn objects, and drawing tools.

+ INTERMEDIATE MICROSOFT OFFICE SUITE: Create mail merges, sort and filter them; customize toolbars; run and record Macros; filter data and manage a filtered list; create and modify some Macro commands; create, modify, and format charts; create basic Macros to automate forms and data entry; customize the appearance and functionality of reports; use hyperlinks and perform data integration.

+ ADVANCED MICROSOFT OFFICE SUITE: Manage Macro commands, create dialogue boxes, and understand the notions of Visual Basic application programming; use advanced functions (Names, VLOOKUP, IF, IS); work with Pivot Tables; manage Macro commands: concepts, planning, operations, execution, modification, interruption; use Visual Basic to create a public function or event procedures, or add general procedures in a form module; plan and examine an application, develop a distributed application design.

+ I do not have experience with Microsoft Office Suite.

Required Question