City of Houston · 3 weeks ago
EXECUTIVE OFFICE ASSISTANT
Houston, TX
Full-time
Onsite
Mid Level
3+ years expThe City of Houston is seeking an Executive Office Assistant to support the Houston Public Works C-Suite executive leadership. This role involves being the primary administrative point of contact for the Director’s Office and the Office of the Chief of Staff, ensuring professional customer service and consistent office operations.
HospitalityNon Profit
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
Qualification
Required
Requires a high school diploma or a GED
Three years of clerical or administrative support experience are required
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
Preferred
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 trackers, signature logs) and following established administrative processes
Strong written communication skills for drafting routine communications, scanning/filing documentation, and producing basic status updates or reports
Experience handling mail distribution and document control (scanning, indexing, routing) in a high-accountability office environment
Ability to work collaboratively as part of an executive support team while maintaining consistent front desk coverage and professional executive presence
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
Company
City of Houston
The city also employs over 22,000 full-time staff to keep the city running.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
U.S. Department of Housing and Urban Development
2024-07-29Grant
Leadership Team
Todd DeGidio
Founder & CEO
Mark Seale
Chief Technology Officer
Recent News
bloomberglaw.com
2026-01-03
2025-11-12
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