Administrative Assistant to Chief Operating Officer

Hiring Range : $56,222.40 - $71,416.80 / Year. It is anticipated the hiring rate offered will be + / - the midpoint range depending on qualifications.

Port Corpus Christi Authority (PCCA) is currently seeking a dynamic professional to join our team! This position is under the general supervision of the Chief Operating Officer (COO) and performs complex administrative tasks, provides administrative support and processes information to assist the COO.

ESSENTIAL FUNCTIONS

• Provides general secretarial and receptionist support to the COO and related departments
• Manages daily administrative operations in support of organizational and department objectives
• Performs tasks utilizing advanced skills in organization and planning; prepares complex documents including presentations and special reports, as requested
• Coordinates calendars and schedules in relation to PCCA related meetings, seminars, travel, etc.
• Prepares travel arrangements, travel and expense reports and all associated documentation with domestic and international travel
• Arranges meetings and provides clerical support to include typing and proof reading and disseminating directives to staff under the directive of leadership
• Participates in and records department meetings, as needed, takes and transcribes minutes of meetings as requested
• Assists with the development and implementation of departmental reporting procedures, oversees maintenance of departmental records and / or inventories
• Provides assistance to PCCA senior management and office staff as appropriate
• Orders and maintains supplies as necessary
• Relays complex instructions and information to other PCCA personnel as instructed by leadership
• Composes letters, e-mails and memorandums in final form; type, edit, and proof reports, letters and other materials
• Answers and fields incoming telephone calls as necessary, opens and distributes incoming mail and maintains general office files
• Facilitates meeting preparations in coordination with leadership including agenda development, meeting notices, room set-up, audio visual resources, food / beverage service, and taking minutes
• Requisitions the purchase of goods and services as needed
• Promotes safety and environmental awareness, and complies with all applicable safety and environmental procedures and regulations
• Adheres to all PCCA policies, promotes and adheres to the SEAPORT values, maintains good employee relations and encourages and fosters a helpful environment where teamwork prevails
• Drives a vehicle to complete assigned tasks and works the hours needed to fulfill the position objectives
• Other duties as assigned
• CPR certified or the ability to become CPR certified within the first year of employment
• Tier 3 status designation

CANDIDATE PROFILE

The preferred candidate for this position should be professional, detail-oriented individual with a demonstrated track record of effectively meeting and dealing with the public and varying levels of management, while also maintaining optimal integrity in support of the PCCA.

They must possess the following :

EDUCATION & CREDENTIALS

• High school diploma or equivalent
• Minimum two years formal education from an accredited college or university preferred
• Ability to obtain and maintain a Transportation Worker Identification Credential (TWIC) during course of employment
• Valid driver’s license

EXPERIENCE & JOB KNOWLEDGE

• Ability to demonstrate advanced secretarial skills with proven organizational and time management skills
• Ability to demonstrate solid interpersonal skills and deal effectively and positively with the public and varying levels of management
• Ability to effectively collaborate and demonstrate partnership and problem-solving skills with extensive interpersonal and public communications techniques
• Minimum five years’ experience in duties outlined above or acceptable equivalent experience

TECHNICAL SKILLS

• Ability to demonstrate confidentiality, tact and diplomacy
• Professional, dynamic, energetic, positive, self-starter
• Ability of handling multiple tasks from inception to completion; ability to set priorities, take initiative, be proactive and exercise sound independent judgment
• Proficiency at an Intermediate or above level in Microsoft Office, including Word and Excel, Outlook, and other related applications
• Ability to attend meetings, work and participate in related events
• Customer service oriented with the ability to fit well within an energetic and dedicated team
• Ability to prepare clear, concise reports, notes, correspondence and other written materials and to review, revise and edit materials
• Ability to follow complex oral and written instructions; define issues, perform research, evaluate alternatives and develop sound, independent conclusions and recommendations
• Ability to work well within a fast-paced environment, tight deadlines, and a multitude of projects and changing priorities
• Ability to understand, interpret, explain and apply PCCA policies and state and federal laws related to all aspects of operations
• Ability to learn and utilize PCCA Business Systems

ESSENTIAL PHYSICAL JOB FUNCTIONS

• Ability to perform essential job functions, including but not limited to frequent standing, walking, sitting, speaking or hearing, typing and occasional reaching, stooping, kneeling, lifting and / or moving up to 20 pounds with or without reasonable accommodation
• Ability to work in a general office environment, with some exposure to the elements when visiting worksites
• Ability to operate light-weight highway vehicles and standard office equipment and to work the requisite hours to fulfill position objectives (an average of eight hours per day, Monday through Friday), including evenings, weekends and / or holidays as needed

APPLICATION PROCESS

Interested and qualified candidates must apply online at www.portofcc.com on or before November 26th, 2024, 11 : 59 PM CST.

If you are selected for a position with PCCA, your employment will be contingent upon submission to and successful completion of a drug test and alcohol screening as well as a verification of information and qualifications provided during the selection process.

As part of our dedication to the diversity of our workforce, PCCA is committed to Equal Employment Opportunity. Applicants will receive consideration for employment without regard for race, color, gender, religion, national origin, disability, veteran status, military status, age, marital status, sexual orientation, gender identity, genetic information or any other protected group status.