EXECUTIVE OFFICE ASSISTANT

Job Description:

EXECUTIVE OFFICE ASSISTANT

Description

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM:ALL PERSONS INTERESTED

SERVICE LINE/SECTION: DIRECTOR'S OFFICE/ OFFIC OF THE CHIEF OF STAFF
REPORTING LOCATION: 611 WALKER, 25TH FLOOR
WORKDAYS & HOURS: MON. - FRI. 8 AM - 5 PM*
*Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
This Executive Office Assistant position supports Houston Public Works C-Suite executive leadership by serving as the primary front-desk and administrative point of contact for the Director’s Office and the Office of the Chief of Staff. This role is often the first point of contact for internal and external stakeholders, requiring a high level of professionalism, tact, discretion, initiative, and executive presence.

Working in a fast-paced executive environment, the position ensures professional customer service and consistent office operations by managing public-facing and internal calls, greeting and directing visitors to an executive floor, maintaining SharePoint-based trackers and accountability logs, and coordinating the timely distribution of mail and signature materials. The position routinely handles sensitive and confidential information and requires sound judgment, strong organization skills, and the ability to multitask, and a collaborative, team-oriented approach while supporting executive administrators and special initiatives.

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.

WORKING CONDITIONS
The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS
Requires a high school diploma or a GED.

EXPERIENCE REQUIREMENTS
Three years of clerical or administrative support experience are required.

LICENSE REQUIREMENTS
None

Certification: 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.

PREFERENCES

• 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.**

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED
The selection process will involve application review and/or interview. Department may administer skills assessment test.

SAFETY IMPACT POSITION
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 15

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 (832-393-6120).

If you need special services or accommodations, call ( 832-393-6120 ). (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
• 13 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: 2/3/2026 11:59 PM Central

Salary:

$1,659.00 - $1,944.80 Biweekly