Executive Assistant - Executive Services

Position Description

The Harris County Attorney is the chief executive officer of the Harris County Attorney's Office, overseeing more than 300 attorneys and staff. The County Attorney is seeking a highly organized and detail-oriented individual to serve as his Executive Assistant. This position requires exceptional administrative and interpersonal skills and the ability to manage complex schedules. The ideal candidate will ensure seamless coordination of the County Attorney's daily activities, including meetings, travel, and events, while maintaining a high level of professionalism. The candidate must demonstrate the ability to work independently, prioritize tasks, and exercise sound judgment in managing access to the County Attorney.

In addition to the ability to earn compensatory time for hours worked in excess of 40 hours per workweek, the selected candidate may be eligible to participate in the HCAO telework program, which currently allows employees to work from home a few days per week.

Duties and Responsibilities:

• Administrative Support:

• Schedule and organize meetings, conferences, and lunches, both internally and externally, ensuring all logistics are handled efficiently.

• Assist with document preparation, including formatting and editing in Microsoft Word and Excel.

• Conduct research and gather information as needed to support the County Attorney in meeting preparation and decision-making.

• Read and analyze incoming memos, submissions, and reports to determine their significance, and appropriately make the County Attorney aware of any action he needs to take.

• Monitor project timelines and alert the County Attorney to upcoming deadlines and deliverables.

Calendar Management:

• Maintain and manage the County Attorney's calendar, including scheduling and confirming appointments, meetings, lunches, and events.

• Provide timely reminders for upcoming appointments.

• Coordinate all aspects of meeting logistics, including preparation of agendas, briefing materials, and follow-up actions.

Liaison Management:

• Serve as the primary point of contact for individuals seeking to meet with the County Attorney, exercising discretion and judgment in managing requests.

• Maintain awareness of the County Attorney's priorities and ensure that engagements align with strategic goals.

Travel and Event Coordination:

• Arrange and manage all travel logistics, including transportation, lodging, and itineraries for both local and out-of-state events.

• Ensure that all necessary materials, documents, and supplies are prepared for the County Attorney's travel and event participation.

• Assist in the preparation and organization of binders and other materials for meetings and events.

• Prepare, submit, and track the County Attorney's expense reports and reimbursements.

Correspondence and Communication:

• Edit and manage the distribution of all correspondence on behalf of the County Attorney.

• Track and respond to all incoming letters and communications, ensuring timely and appropriate responses.

• Keep the County Attorney informed of key contacts and outreach, maintaining an organized record of communications.

Performs other related duties as assigned.Other Duties:

• This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Harris County is an Equal Opportunity Employer

https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx

If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net.

This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

Requirements

Supporting Job Application Documents:

Applicants should provide a cover letter, resume, and three (3) professional references with their application.

Education and Experience:

• High School diploma or equivalent from an accredited educational institution.

Knowledge, Skills and Abilities:

• Proven ability to manage complex calendars and scheduling needs.

• Strong organizational skills with a keen attention to detail and accuracy.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Word and Excel, with experience in document formatting and spreadsheet management.

• Demonstrated ability to work under pressure, meet deadlines, and adapt to changing priorities.

• High level of discretion, integrity, and professionalism in handling sensitive information.

• Punctuality and reliability in managing time-sensitive tasks.

• Responsiveness to requests and communications.

• Strong commitment to meeting deadlines and ensuring accuracy in all work.

• Attention to detail, with a focus on producing error-free documents and communications.

NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

Preferences

• Three (3) years of experience in an administrative or executive assistant role.

• Experience working with a senior executive, attorney, or in a government setting.

• Familiarity with local government operations and procedures.

• Strong research skills, particularly in using online resources to gather information quickly and effectively.

• Ability to think creatively and strategically to achieve objectives.

• Flexibility to work early mornings and be present in the office most days.

• Exceptional interpersonal skills, with the ability to build and maintain relationships with a wide range of stakeholders.

General Information

Located in downtown Houston, the Harris County Attorney's Office represents Harris County government, the Harris County Flood Control District, the Harris County Toll Road Authority, and the Greater Harris County 9-1-1 Emergency Network in all civil matters, including lawsuits. The office also provides legal advice to county officials and employees.

Position Type, Working Schedule and Typical Work Environment:

• This is a full-time position. Days and hours of work are typically Monday through Friday, 8:00 AM to 5:00 PM, with occasional weekends and holidays as necessary. Hours may vary based on the business needs of the HCAO.

• The selected candidate may be eligible to participate in the HCAO telework program.

• This job typically operates in a professional office environment, and the individual in this role uses standard office equipment such as computers, printers, scanners/copiers and phones.

Physical and Mental Demands:

• This is largely a sedentary role that requires standing or sitting for prolonged periods, exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body, repetitive motions requiring dexterity such as keyboarding that may include the wrists, hands, and/or fingers, communicating with others to exchange concepts and information, problem-solving, decision-making, organization, the ability to read/write, and the ability to manage workplace stressors such as adversarial interactions.

Compensation:

• The base compensation for this position will be determined on the candidate's qualifications and the pay of other employees in the job function. Total compensation includes attractive paid leave programs, health benefits, and retirement plans.

• In addition, the position is eligible for the accrual of compensatory time off for hours worked over 40 in a workweek, consistent with Harris County personnel policies and procedures.

Employment may be contingent on passing a drug screen and meeting other standards.

Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.

BENEFITS

Harris County offers a competitive benefits program, including comprehensive group health and related benefits plan as well as defined benefit retirement plan.

The following list of benefits is offered only to employees in regular (full-time) positions:

• Medical Coverage

• Dental Coverage

• Vision Coverage

• Wellness Plan

• Life Insurance

• Long-term disability

• Employee Assistance Program

• Ten (10) days of vacation each year for the first five (5) years of service

• Accrual rates increase based on years of service

• Eleven (11) County-observed holidays and one (1) floating holiday

• Professional development opportunities

• Dependent Care Reimbursement Plan

• Healthcare Reimbursement Account

• 457 Deferred Compensation Plan

The following benefits are also available to regular (full-time) employment and may be available to part-time employees:

• Retirement Pension (TCDRS)
• Flexible schedule (varies by department)
• Transportation Assistance (Metro RideSponsor Program)

In accordance with the Harris County Personnel Regulations, Group Health and related benefits are subject to amendment or discontinuance at any time. Commissioners Court reserves the right to make benefit modifications on the County's behalf as needed.

For plan details, visit the Harris County benefits website:

https://benefitsathctx.com/

01

Which of the following best describes your education as it relates to this position?

• High School Diploma or G.E.D. equivalent

• Associates Degree

• Bachelor's Degree or higher

• None of the Above

02

Please describe your educational background including level of education completed, area of study and completed major and minor programs.

03

Which of the following best describes your verifiable years of experience in an administrative or executive assistant role?

• Less than three (3) years

• Three (3) years but less than four (4) years.

• Four (4) years but less than five (5) years

• Five (5) years or more

• I do not have this experience.

04

Please provide details about your verifiable years of experience in an administrative or executive assistant role. Please include your (a) role(s), (b) types of organizations, (c) scope of duties and responsibilities. If you do not have this experience, please type "None" in the space provided.

05

Do you have experience working with a senior executive, attorney, or in a government setting?

• Yes

• No

06

Do you have familiarity with local government operations and procedures?

• Yes

• No

07

Which of the following describes your level of proficiency using a personal computer and common office software such as MS Office Suite (Word, Excel, PowerPoint, and Outlook). Please select your level of proficiency based on the following descriptions: Advanced: A person with this level of skills is able to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements; a wide range of graphic effects, and use advanced techniques for analyzing and manipulating data. Has full mastery of Macro commands and skills to tie the objects together into a cohesive system by using Macros and Visual Basic for Applications code. Makes interactive presentations by using hyperlinks and action buttons. Intermediate: A person with this level of skills is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports. Understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel. Able to use complex query techniques, create efficient forms and reports, and create Macros to automate these forms. Makes interactive presentations by using hyperlinks and action buttons. Basic: A person with this level of skills is able to use basic formatting, editing, printing functions, and understands the document page setup. Has the ability to enter and correct data, modify a workbook, format a worksheet, and use printing functions. Understands the different database concepts and structures and is familiar with data validation and is able to create a simple presentation in PowerPoint, run it, and print it. Entry Level: A person with this level of skills has the ability to open, create, save and modify documents in Word, send and receive email in Outlook and create spreadsheets in Excel. Format documents for printing, comfortable using the printer menu to preview documents. Has ability to change the font, the margins, insert or delete pages and use the built-in spellchecker and grammar check.

• Advanced

• Intermediate

• Basic

• Entry Level

• Not proficient

08

Applicants should provide a cover letter, resume, and three (3) professional references with their application. Did you provide these supporting documents along with your application?

• Yes

Required Question

Agency Harris County

Address 1111 Fannin St

Ste. 600

Houston, Texas, 77002

Phone 713-274-5445

Website https://www.governmentjobs.com/careers/harriscountytx