EXECUTIVE ASSISTANT (ADMINISTRATIVE COORDINATOR (EXE LEV))

Job Description:

EXECUTIVE ASSISTANT (ADMINISTRATIVE COORDINATOR (EXE LEV))

Description

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

Closing Date/Time: 7/24/2025 11:59 PM Central

Salary:

$75,000.00 - $90,000.00 Annually