Executive Office Administrator
The Harris Center for Mental Health and IDD · Houston, TX · 1 mo ago
AdministrativeFull-time
We need to output HTML fragment with sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title. Must not include Job ID or requisition numbers as headings; can fold minor metadata into short p or drop. Must preserve all substantive info. Remove boilerplate like cookie/navigation/legal/EEO etc. The posting includes: Brief Description (intro), Your Role In Action (list of duties), Education (qualifications), Experience (requirements), Preferred Qualifications, Required Knowledge Skills And Abilities, About Us, What Else You Should Know (includes position #1000, Salary Commensurate with Applicable Experience), What We Have To Offer (benefits). Also mention "Salary Commensurate with Applicable Experience" - that's pay info but vague; we should not create Pay section unless posting actually states them. It says "Salary Commensurate with Applicable Experience" which is not a specific number or range; it's vague. According to rule: never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. So we should not create a Pay section because it's just "commensurate with experience". Benefits: they list benefits: robust retirement plan with company matching, prior service credit for PTO accrual, cell phone discounts, exclusive entertainment deals through Tickets at Work, free Headspace subscription, Employee Assistance Program, student loan forgiveness programs, contributes to suicide care etc. Those are specific benefits. So we can include Benefits section.
Schedule: not mentioned; no schedule info. So omit.
We need sections: About the role (maybe from Brief Description and Your Role In Action?), Responsibilities (duties), Requirements (Education + Experience?), Qualifications (Preferred Qualifications?), Skills (Required Knowledge Skills And Abilities), Benefits (What We Have To Offer). Also maybe About Us could be part of About the role? But we need to follow headings list: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We can include About the role (intro about the role), Responsibilities (duties), Requirements (education + experience), Qualifications (preferred qualifications), Skills (knowledge/skills/abilities), Benefits (benefits). Omit Pay and Schedule.
We must not repeat job title as heading. Use for each section heading. Use
for each section heading. Use - for any list of duties/requirements/benefits, and
for prose.
We need to preserve all substantive information; do not invent or summarize away detail. So we need to include details from each section.
Let's extract:
Brief Description: "The Harris Center for Mental Health and IDD, known as 'The HARRIS CENTER,' is seeking an experienced Executive Office Administrator to join our team. The Executive Office Administrator provides high-level administrative, operational, and strategic support to the Chief Executive Officer and the Executive Office. This position serves as a central coordination point for executive priorities, Board of Trustees activities, governance support, confidential communications, and organization-wide initiatives. The role requires a highly organized, proactive, and professional individual who can exercise discretion, sound judgment, and independent decision-making while managing complex schedules, competing priorities, sensitive information, and executive-level communications in a fast-paced public-sector healthcare environment."
That's prose for About the role.
Your Role In Action: bullet points (but not formatted as list). We need to turn into
- . Items:
- Executive Support and Office Administration
- Manage the CEO’s calendar, meetings, appointments, and travel arrangements to ensure alignment with organizational priorities.
- Coordinate daily Executive Office operations, including meeting logistics, document preparation, follow-up tracking, and priority management.
- Prepare briefing materials, agendas, presentations, reports, talking points, and background documentation for meetings and public engagements.
- Serve as a primary point of contact for the Executive Office, exercising judgment in prioritizing requests, routing matters, and escalating issues appropriately.
- Maintain organized systems for executive files, records, correspondence, and confidential documents.
- Project Coordination and Strategic Initiatives
- Track executive-level projects, deliverables, action items, and deadlines to ensure timely completion.
- Coordinate cross-functional assignments on behalf of the Executive Office.
- Assist with special projects, organizational transitions, leadership initiatives, and CEO-directed priorities.
- Develop tracking tools, status updates, dashboards, and summaries to support executive decision making.
- Follow up with internal departments to ensure assigned deliverables are completed accurately and on schedule.
- Executive Communication and Stakeholder Engagement
- Draft, edit, and proofread executive correspondence, emails, memoranda, reports, presentations, and formal communications.
- Serve as a liaison between the Executive Office and internal departments, Board members, external agencies, government representatives, community partners, and vendors.
- Ensure communications are accurate, professional, timely, and aligned with organizational standards.
- Handle inquiries with professionalism, tact, and confidentiality.
- Confidentiality, Compliance, and Records Management
- Handle highly sensitive, confidential, and privileged information with discretion and integrity.
- Maintain records in accordance with organizational procedures, retention requirements, and applicable regulatory expectations.
- Ensure secure handling of executive, personnel, legal, governance, and business-sensitive information.
- Support Executive Office compliance with internal policies, administrative procedures, and reporting expectations.
- Conflict Resolution and Issue Management
- Serve as initial point of contact to de-escalate routine concerns.
- Exercise judgment in resolving or escalating issues.
- Maintain neutrality and professionalism.
- Facilitate communication and alignment between stakeholders.
- Track issues and ensure closure.
- Handle sensitive matters with discretion.
We could keep these as separate subheadings? But rule: Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't forbid subheadings inside sections, but we should stick to those headings. Probably we can just list all duties under Responsibilities as a flat list. But we need to preserve all substantive information; we can keep the bullet items as is.
Education: "Associates degree required, bachelor’s degree preferred"
Experience: "Minimum of five to seven years of progressively responsible administrative or executive support experience. Prior experience supporting a CEO, Chief Officer, Board of Directors, Board of Trustees, or senior executive leadership team preferred. Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Demonstrated experience preparing professional correspondence, meeting materials, reports, agendas, and executive-level documents. Ability to manage confidential information with discretion and sound judgment."
Preferred Qualifications: list:
- Experience in a public-sector, healthcare, behavioral health, nonprofit, governmental, or community based organization.
- Experience supporting board governance processes, including agenda preparation, board packet coordination, minutes, and action-item tracking.
- Experience coordinating executive projects, leadership events, strategic initiatives, or organizational transitions.
- Familiarity with public meeting requirements, records retention practices, or governmental administrative processes.
Required Knowledge Skills And Abilities: list:
- Strong executive presence and professionalism.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities, deadlines, and confidential matters simultaneously.
- Strong organizational, planning, and follow-through skills.
- Ability to work independently with minimal supervision.
- High attention to detail and accuracy.
- Strong judgment, discretion, and problem-solving ability.
- Ability to build effective working relationships with executive leaders, Board members, staff, external partners, and community stakeholders.
- Ability to anticipate needs, identify issues, and recommend practical solutions.
- Proficiency in preparing reports, presentations, meeting summaries, and professional correspondence.
About Us: descriptive paragraph about Harris Center.
What Else You Should Know: includes position #1000 (metadata) and Salary Commensurate with Applicable Experience (we will not create Pay section). Also maybe other minor metadata.
What We Have To Offer: benefits list:
- competitive salary (but we not create Pay)
- robust retirement plan complemented by generous company matching
- prior service credit, accelerating your journey towards a more substantial Paid Time Off accrual
- Cell Phone Discounts
- exclusive entertainment deals through Tickets at Work
- free Headspace subscription for mental wellness
- Employee Assistance Program supports overall well-being
- significant financial relief through student loan forgiveness as a valued member of The Harris Center team
- As a qualifying entity, our employees are eligible for various student loan forgiveness programs, designed to alleviate the financial burdens associated with higher education.
- Contributes to suicide care and prevention by embracing our values and applying a trauma-informed approach rooted in safety, trust, choice, collaboration, and empowerment.
We need to include Benefits section with these items as list.
We must not include Pay section. Also not include Schedule.
We need to output only HTML fragment, no /, no markdown fences.
We'll produce:
About the role
... (the brief description)
Responsibilities
- ... each duty item
...
Requirements
Associates degree required, bachelor’s degree preferred.
Minimum of five to seven years of progressively responsible administrative or executive support experience. Prior experience supporting a CEO, Chief Officer, Board of Directors, Board of Trustees, or senior executive leadership team preferred. Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Demonstrated experience preparing professional correspondence, meeting materials, reports, agendas, and executive-level documents. Ability to manage confidential information with discretion and sound judgment.
Qualifications
- Experience in a public-sector, healthcare, behavioral health, nonprofit, governmental, or community based organization.
- Experience supporting board governance processes, including agenda preparation, board packet coordination, minutes, and action-item tracking.
- Experience coordinating executive projects, leadership events, strategic initiatives, or organizational transitions.
- Familiarity with public meeting requirements, records retention practices, or governmental administrative processes.
Skills
- Strong executive presence and professionalism.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities, deadlines, and confidential matters simultaneously.
- Strong organizational, planning, and follow-through skills.
- Ability to work independently with minimal supervision.
- High attention to detail and accuracy.
- Strong judgment, discretion, and problem-solving ability.
- Ability to build effective working relationships with executive leaders, Board members, staff, external partners, and community stakeholders.
- Ability to anticipate needs, identify issues, and recommend practical solutions.
- Proficiency in preparing reports, presentations, meeting summaries, and professional correspondence.
Benefits
- Competitive salary (but we might avoid mentioning salary? It's part of benefits but we said not to create Pay section; however we can mention competitive salary as part of benefits list? The rule: never create Pay/Schedule/Benefits sections unless the posting actually states them. Benefits section is allowed because posting states benefits. Within benefits we can list items, including "competitive salary" as a benefit? Might be okay but could be considered pay info. However they said "competitive salary" is part of What We Have To Offer. It's not a specific number, but it's still a statement about salary. The rule about Pay section: never create Pay section unless posting actually states them. It does state "competitive salary" but not a specific number. However they said never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless
for prose. We need to preserve all substantive information; do not invent or summarize away detail. So we need to include details from each section. Let's extract: Brief Description: "The Harris Center for Mental Health and IDD, known as 'The HARRIS CENTER,' is seeking an experienced Executive Office Administrator to join our team. The Executive Office Administrator provides high-level administrative, operational, and strategic support to the Chief Executive Officer and the Executive Office. This position serves as a central coordination point for executive priorities, Board of Trustees activities, governance support, confidential communications, and organization-wide initiatives. The role requires a highly organized, proactive, and professional individual who can exercise discretion, sound judgment, and independent decision-making while managing complex schedules, competing priorities, sensitive information, and executive-level communications in a fast-paced public-sector healthcare environment." That's prose for About the role. Your Role In Action: bullet points (but not formatted as list). We need to turn into
- . Items:
- Executive Support and Office Administration
- Manage the CEO’s calendar, meetings, appointments, and travel arrangements to ensure alignment with organizational priorities.
- Coordinate daily Executive Office operations, including meeting logistics, document preparation, follow-up tracking, and priority management.
- Prepare briefing materials, agendas, presentations, reports, talking points, and background documentation for meetings and public engagements.
- Serve as a primary point of contact for the Executive Office, exercising judgment in prioritizing requests, routing matters, and escalating issues appropriately.
- Maintain organized systems for executive files, records, correspondence, and confidential documents.
- Project Coordination and Strategic Initiatives
- Track executive-level projects, deliverables, action items, and deadlines to ensure timely completion.
- Coordinate cross-functional assignments on behalf of the Executive Office.
- Assist with special projects, organizational transitions, leadership initiatives, and CEO-directed priorities.
- Develop tracking tools, status updates, dashboards, and summaries to support executive decision making.
- Follow up with internal departments to ensure assigned deliverables are completed accurately and on schedule.
- Executive Communication and Stakeholder Engagement
- Draft, edit, and proofread executive correspondence, emails, memoranda, reports, presentations, and formal communications.
- Serve as a liaison between the Executive Office and internal departments, Board members, external agencies, government representatives, community partners, and vendors.
- Ensure communications are accurate, professional, timely, and aligned with organizational standards.
- Handle inquiries with professionalism, tact, and confidentiality.
- Confidentiality, Compliance, and Records Management
- Handle highly sensitive, confidential, and privileged information with discretion and integrity.
- Maintain records in accordance with organizational procedures, retention requirements, and applicable regulatory expectations.
- Ensure secure handling of executive, personnel, legal, governance, and business-sensitive information.
- Support Executive Office compliance with internal policies, administrative procedures, and reporting expectations.
- Conflict Resolution and Issue Management
- Serve as initial point of contact to de-escalate routine concerns.
- Exercise judgment in resolving or escalating issues.
- Maintain neutrality and professionalism.
- Facilitate communication and alignment between stakeholders.
- Track issues and ensure closure.
- Handle sensitive matters with discretion.
We could keep these as separate subheadings? But rule: Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't forbid subheadings inside sections, but we should stick to those headings. Probably we can just list all duties under Responsibilities as a flat list. But we need to preserve all substantive information; we can keep the bullet items as is. Education: "Associates degree required, bachelor’s degree preferred" Experience: "Minimum of five to seven years of progressively responsible administrative or executive support experience. Prior experience supporting a CEO, Chief Officer, Board of Directors, Board of Trustees, or senior executive leadership team preferred. Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Demonstrated experience preparing professional correspondence, meeting materials, reports, agendas, and executive-level documents. Ability to manage confidential information with discretion and sound judgment." Preferred Qualifications: list: - Experience in a public-sector, healthcare, behavioral health, nonprofit, governmental, or community based organization. - Experience supporting board governance processes, including agenda preparation, board packet coordination, minutes, and action-item tracking. - Experience coordinating executive projects, leadership events, strategic initiatives, or organizational transitions. - Familiarity with public meeting requirements, records retention practices, or governmental administrative processes. Required Knowledge Skills And Abilities: list: - Strong executive presence and professionalism. - Excellent written and verbal communication skills. - Ability to manage multiple priorities, deadlines, and confidential matters simultaneously. - Strong organizational, planning, and follow-through skills. - Ability to work independently with minimal supervision. - High attention to detail and accuracy. - Strong judgment, discretion, and problem-solving ability. - Ability to build effective working relationships with executive leaders, Board members, staff, external partners, and community stakeholders. - Ability to anticipate needs, identify issues, and recommend practical solutions. - Proficiency in preparing reports, presentations, meeting summaries, and professional correspondence. About Us: descriptive paragraph about Harris Center. What Else You Should Know: includes position #1000 (metadata) and Salary Commensurate with Applicable Experience (we will not create Pay section). Also maybe other minor metadata. What We Have To Offer: benefits list: - competitive salary (but we not create Pay) - robust retirement plan complemented by generous company matching - prior service credit, accelerating your journey towards a more substantial Paid Time Off accrual - Cell Phone Discounts - exclusive entertainment deals through Tickets at Work - free Headspace subscription for mental wellness - Employee Assistance Program supports overall well-being - significant financial relief through student loan forgiveness as a valued member of The Harris Center team - As a qualifying entity, our employees are eligible for various student loan forgiveness programs, designed to alleviate the financial burdens associated with higher education. - Contributes to suicide care and prevention by embracing our values and applying a trauma-informed approach rooted in safety, trust, choice, collaboration, and empowerment. We need to include Benefits section with these items as list. We must not include Pay section. Also not include Schedule. We need to output only HTML fragment, no /, no markdown fences. We'll produce:
About the role
... (the brief description)
Responsibilities
- ... each duty item ...
Requirements
Associates degree required, bachelor’s degree preferred.
Minimum of five to seven years of progressively responsible administrative or executive support experience. Prior experience supporting a CEO, Chief Officer, Board of Directors, Board of Trustees, or senior executive leadership team preferred. Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Demonstrated experience preparing professional correspondence, meeting materials, reports, agendas, and executive-level documents. Ability to manage confidential information with discretion and sound judgment.
Qualifications
- Experience in a public-sector, healthcare, behavioral health, nonprofit, governmental, or community based organization.
- Experience supporting board governance processes, including agenda preparation, board packet coordination, minutes, and action-item tracking.
- Experience coordinating executive projects, leadership events, strategic initiatives, or organizational transitions.
- Familiarity with public meeting requirements, records retention practices, or governmental administrative processes.
Skills
- Strong executive presence and professionalism.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities, deadlines, and confidential matters simultaneously.
- Strong organizational, planning, and follow-through skills.
- Ability to work independently with minimal supervision.
- High attention to detail and accuracy.
- Strong judgment, discretion, and problem-solving ability.
- Ability to build effective working relationships with executive leaders, Board members, staff, external partners, and community stakeholders.
- Ability to anticipate needs, identify issues, and recommend practical solutions.
- Proficiency in preparing reports, presentations, meeting summaries, and professional correspondence.
Benefits
- Competitive salary (but we might avoid mentioning salary? It's part of benefits but we said not to create Pay section; however we can mention competitive salary as part of benefits list? The rule: never create Pay/Schedule/Benefits sections unless the posting actually states them. Benefits section is allowed because posting states benefits. Within benefits we can list items, including "competitive salary" as a benefit? Might be okay but could be considered pay info. However they said "competitive salary" is part of What We Have To Offer. It's not a specific number, but it's still a statement about salary. The rule about Pay section: never create Pay section unless posting actually states them. It does state "competitive salary" but not a specific number. However they said never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless