Administrative Assistant

About the role

The Houston-Galveston Area Council is one of the largest regional planning commissions in the country with a diverse service area of 13 counties and more than 7 million people. We are the pulse of our region addressing issues that cross city limits and county lines every single day. We make decisions that affect our transportation system, ensure the safety and well-being of our seniors, connect people to jobs, help families recover from natural disasters, preserve water quality for our children, and so much more. We work to make the region a great place to live, work, and thrive.

Responsibilities

• Manage the Department Director’s calendar, meetings, travel, correspondence, and follow-up activities.
• Prepare and coordinate agendas, reports, presentations, correspondence, meeting materials, and other departmental documents.
• Track assignments, action items, deadlines, and decisions.
• Coordinate department meetings, workshops, training, staff events, and other activities.
• Maintain departmental calendars, records, contact lists, shared files, templates, and procedures.
• Respond to routine inquiries and route requests to appropriate staff.
• Handle confidential information professionally and support special projects and administrative process improvements.
• Coordinate departmental purchases, registrations, memberships, supplies, equipment, and services.
• Process purchase requests, invoices, expense documentation, reimbursements, travel authorizations, and related records.
• Coordinate with Finance, Procurement, vendors, and staff to resolve purchasing and payment issues