Executive Secretary

Job Description

JOB SUMMARY

Provide principal support in an office by carrying out office procedures independently.

Handle a variety of situations and problems with little or no supervision.

Maintain a high level of office decorum and is thoroughly familiar with established protocol.

ESSENTIAL FUNCTIONS

• Establish priorities for supervisors assignments.
• Ensure that office runs smoothly in absence of supervisor.
• Handle highly confidential information, both written and verbal.
• Keep travel and expense records for supervisor.
• Type correspondence and other documents from notes, copies, and rough drafts.
• Answer and screen telephone calls, handling multiple lines and relay messages.
• Compose and follow up on supervisors correspondence and other paperwork.
• Handle multiple budgets; place purchase orders and track them through to delivery.
• Operate office equipment, track equipment problems and repairs of equipment, and follow through to ensure that proper action is taken.
• Schedule and confirm appointments for supervisor.
• Compile data on enrollment.
• Coordinate arrangements for meetings, conferences, and travel.
• Prepare payroll.
• Perform other duties, tasks and assignments as required.

QUALIFICATIONS

Education & Experience

• Associates degree required
• 4 years directly related work experience may be considered in lieu of required degree
• 5 years experience progressive secretarial experience required

Licensing & Certification

• Valid Texas Driver License

Special Skills

• MS Office Programs
• Information Management Systems
• Organizational & communication skills

Competencies

• Serving customers
• Delivering high quality work
• Communicating effectively
• Using creative problem solving
• Prioritizing effectively
• Using technology effectively
• Being resourceful

Working Conditions

General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE:
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

The Organization

Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the countrys largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.

The Team

Play a central role at HCC as you keep our everyday operations running like clockwork. Youll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, youll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.

Location

Houston is a city with limitless possibilities:

• Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York Citys 55.
• Approximately 145 languages are spoken here.
• Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
• Houston is a major-league sports town, and dont forget the annual Houston Livestock Show & Rodeo.
• The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
• World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nations top institutions.
• With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houstons cultural scene.
• Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.

EEO Statement

Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veterans status. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Sandra Jacobson, Director EEO/Compliance, Title IX Coordinator
Office of Equal Opportunity and Title IX

PO Box 667517
Houston TX, 77266
713 718.8271 or hcc.oeotix@hccs.edu

HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages involvement, innovation, and creativity.

Individuals with disabilities, who require special accommodations to interview, should contact (713) 718-8565.