Sign upLog in
JobsJobs in TexasJobs in Houston, TXAdministration Jobs in Houston, TXAdministrative Jobs in Houston, TX

Executive Assistant

Region 4 Education Service Center

Houston, TX

Apply
JOB DETAILS
SKILLS
Administrative Skills, Billing, Budgeting, Business Operations, Business Services, Card Processing, Communication Skills, Contract Management, Data Collection, Database Administration, Database Technology, Detail Oriented, Documentation, Editing, Executive Assistant Skills , Federal Grants, Finance, Finance Software, Financial Analysis, Financial Operations, Financial Reporting, Financial Support, Government Accounting, Head of Finance, High School Diploma, Interpersonal Skills, Leadership, Manage Agenda, Multitasking, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project/Program Management, Proofreading, Public Accounting, Public Administration, Purchase Orders, Purchasing/Procurement, Reconciliation, Reporting Dashboards, Spreadsheets, Technical Support, Time Management, Training/Teaching, Travel Planning, Writing Skills
LOCATION
Houston, TX
POSTED
Today
Classification: Support Staff

Exemption Status/Test: Non-exempt

Job Grade: 7

Department: Center for Finance and Business Services

Reports To: Chief of the Center for Finance and Business Services

Job Goal:

Provide high-level administrative, organizational, operational, and financial support to the Chief Financial Officer. The Executive Assistant serves as the primary administrative support for the CFO, monitors and coordinates the CFO's calendar and communications, supports Center-wide coordination, prepares materials and communications, manages key information databases, and assists with financial reporting, contract management, and agenda review processes. The position may provide backup support to departments under the CFO's oversight, including Business Services, Procurement, and Business Operations.

Qualifications:

Education:
  • High school diploma or GED


Experience:
  1. Five years of administrative or executive support experience
  2. Experience with financial software and reporting systems
Special Knowledge and Skills:
  1. Advanced proficiency in the use of software packages related to office operations
  2. Strong organizational, interpersonal, written, and verbal communication skills
  3. Excellent attention to detail, proofreading, editing, and document-preparation skills
  4. Ability to manage multiple priorities, deadlines, meetings, and projects simultaneously
  5. Ability to exercise sound judgment, initiative, discretion, and confidentiality
  6. Ability to work effectively with internal departments, external entities, vendors, districts, and community partners
Preferred Qualifications:
  1. Associate degree or college coursework in business, finance, accounting, public administration, or a related field
  2. Governmental accounting experience
  3. School finance or public education finance experience
  4. Experience coordinating professional meetings, trainings, or large-group events
  5. Experience with Monday.com or other project management/database systems
Major Responsibilities:

Executive Support and Communications
  1. Serve as the primary executive assistant and first point of contact for the Chief Financial Officer (CFO) by managing and monitoring the CFO's calendar and email as directed; triaging and flagging priority items; drafting responses and coordinating follow-up; screening communications; maintaining confidentiality; and supporting day-to-day executive needs.
  2. Assist the CFO with Center for Finance and Business Services (CFBS)-wide initiatives, special projects, research, data compilation, financial analysis, presentations, reports, agendas, correspondence, and other executive-level materials.
  3. Prepare, proofread, edit, finalize, and independently respond to routine correspondence, spreadsheets, presentations, meeting materials, agendas, and communications for internal and external audiences.
  4. Make travel arrangements, process registrations, prepare itineraries, and assist with related reimbursements or documentation.
Financial, Reporting, and Administrative Operations
  1. Run, review, and interpret financial reports as assigned; identify errors, inconsistencies, missing information, or items requiring clarification; and assist with budget monitoring, amendments, transfers, and related financial documents.
  2. Assist with compiling, organizing, and finalizing CFBS-level schedules, reports, manuals, procedures, budget documents, annual financial report materials, leadership reports, and other financial or operational documents as assigned.
  3. Serve as the first step in the CFO's Board agenda review process by reviewing department agenda items for obvious errors, incomplete information, formatting issues, missing attachments, or inconsistencies and returning items for correction before CFO review.
  4. Process or assist with requisitions, direct pays, invoices, purchase orders, interdepartmental bills, contracts, and related documentation as assigned, including initiating contract workflows, logging and tracking contract status, routing documents for signature, ensuring completeness, and verifying appropriate budget coding.
  5. Maintain assigned procurement card responsibilities, including reconciling credit card transactions for the CFO's office and providing backup reconciliation support for CFBS as needed.
Meetings, Events, and Trainings
  1. Coordinate CFBS-wide and department meetings, including scheduling, agenda preparation, materials, action items, follow-up, and the CFO's attendance at department meetings.
  2. Coordinate all aspects of CFO Network and Finance 4Ward monthly meetings, including communications, agendas, room reservations, sponsors, speakers, presentations, materials, attendance tracking, certificates, certification records, and follow-up.
  3. Coordinate trainings, workshops, and events hosted by or on behalf of CFBS, including participant communications, room reservations, materials, speakers, technology needs, and follow-up.
Information Management, Department Support, and Compliance
  1. Create, maintain, and update databases, dashboards, records, and tracking systems using Monday.com or similar platforms for CFBS information, including goal progress, education certifications, project status, deadlines, assignments, and compliance items.
  2. Serve as a liaison between the CFO's office, CFBS departments, internal stakeholders, external entities, LEAs, vendors, sponsors, speakers, and community partners.
  3. Provide backup administrative support to departments under the CFO's oversight, as needed.
  4. Maintain organized electronic and physical files, records, schedules, reports, calendars, timelines, shared resources, office supplies, and administrative systems in accordance with applicable procedures, confidentiality standards, and retention requirements.
  5. Provide technical assistance and services as specified by any applicable federal grant that funds this position.
  6. Perform other duties as assigned.


Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.

About the Company

R

Region 4 Education Service Center

Resume Resources

Free Resume TemplatesFree Resume Builder

Similar Job Searches

Business Administration Jobs in Houston, TX