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Administrative Assistant (EXE LEV)

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Administrative Assistant (EXE LEV)

Salary

$23.10 - $31.25 Hourly

Location

900 Bagby-City Hall Annex

Job Type

Full Time

Job Number

37512

Department

Mayor's Office

Opening Date

10/31/2025

Closing Date

11/7/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

Applications accepted from: All Persons Interested

Title: Administrative Assistant (EXE LEV)

Department: Mayor’s Office, Intergovernmental Relations

Reporting Location: 900 Bagby

Workdays & Hours: Monday - Friday *Subject to Change

Occasional weekend and evening meetings as scheduled

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

This position is a vital part of the Mayor’s Office of Intergovernmental Relations. The Administrative assistant will act as an Advisor for the Boards and Commissions. The Boards and Commissions role is responsible for managing appointments to the 170 boards and commissions appointed by the Mayor and City Council. This role oversees the full appointment process, maintains accurate records, and serves as the primary point of contact between the Mayor’s Office, City Council, appointees, and community stakeholders.

The Administrative Assistant is responsible for the following:

+ Appointments Management

+ Coordinate the recruitment, vetting, and appointment process for all City boards and commissions.

+ Advise the Mayor and senior staff on appointment opportunities, vacancies, and candidate recommendations.

+ Maintain transparent, timely communication with applicants, nominees, sitting members, board liaisons, city departments and other stakeholders.

+ Board and Commission Support

+ Act as the main liaison and point of contact for the ~5 Mayor’s cultural and issue based advisory boards.

+ Provide occasional support for scheduling meetings, events and coordination with the Mayor’s calendar.

+ Policy and Advisory Role

+ Serve as subject matter expert on the City’s boards and commissions structure.

+ Provide strategic guidance to the Mayor and staff on leveraging appointments and advisory boards for community engagement and policy initiatives.

+ Collaborate with City Council, department directors, and community stakeholders to ensure alignment with the Administration’s policy priorities through appointments.

+ Records and Data Management

+ Maintain an accurate database of all appointments, vacancies, terms, and membership records.

+ Prepare reports, dashboards, and updates for the Mayor and City leadership.

+ Oversee public-facing information on boards and commissions.

+ Stakeholder Engagement

+ Act as the Mayor’s liaison to board members, applicants, and community partners.

+ Present on service opportunities to various community groups.

+ Engage with individuals, one-on-one, who are interested in service opportunities.

+ Other duties as assigned.

WORKING CONDITIONS

This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS

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

EXPERIENCE

One year of administrative experience is required.

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

A Master’s degree may be used in lieu of required experience.

LICENSE REQUIREMENTS

None

PREFERENCES

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.

Preferred Qualifications

+ Prior experience with Granicus or similar civic engagement platforms is highly desirable

+ Demonstrated proficiency in City Agenda preparation and agenda management processes

+ Strong analytical thinking, exceptional organizational skills, and keen attention to detail

+ Familiarity with City of Houston departments, services, and operational procedures is a plus

+ Willingness and flexibility to work occasional evenings and weekends for community-related events

+ Proficient in Microsoft Office Suite and constituent relationship management tools

GENERAL INFORMATION

SELECTION/SKILLS TEST REQUIRED

The selection process will involve application review and/or interview.

SAFETY IMPACT POSITION - No

Pay Grade - 17

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.

APPLICATION PROCEDURES

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during posting opening and closing dates shown. Applications must be submitted online at: www.houstontx.gov. or call (832-393-0453)

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm

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

How many years of verifiable administrative support experience do you have?

+ Less than 1 year

+ 1 - 2 years

+ 3 - 4 years

+ 5 - 6 years

+ 7 - 8 years

+ 9 years or more

04

Describe your experience providing administrative support.

05

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

06

Briefly describe your experience working in public service. If no experience, describe how your background prepares you for this setting. (See resume is not a valid response).

Required Question