Board Secretary And Staff Administrative Assistant

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POSITION SUMMARY

Duties

Specific duties of the Board Secretary and Staff Assistant may include, but are not limited to, performing the following duties with little or no direct supervision

Reporting to the General Counsel, the primary job duties of the Board Secretary and Staff Assistant are to perform routine and complex administrative support for the HFSC Board of Directors and Executive Team, with additional support to staff as requested. The incumbent will serve as the appointed Corporate Secretary for the HFSC Board of Directors, with responsibility for facilitating board communications, meetings, drafting materials, and compliance with the Texas Open Meetings Act (TOMA). In addition, the incumbent will provide administrative support for all-staff meetings, the HFSC Employee Event Committee and HFSC Outreach Committee, facilitating the successful execution of events and meetings.

Board Secretary Duties

• Coordinate with the City of Houston’s Boards and Commissions Office to ensure all current and future Board member information and required documentation is up to date and on file.
• Coordinate, maintain and continually enhance Board relations by providing necessary updates and support to Board members.
• Serve as primary contact for all requests and communications for the Board of Directors, Technical Advisory Group (TAG) and committees of the Board.
• Fulfill legal obligations to draft Board meeting minutes, packets, and agendas as well as maintain records and other documentation, including posting board-related content to the HFSC website.
• Coordinate logistics of Board member service by providing required onboarding materials, managing recurring Board-related filings, and coordinating logistics to ensure access to City of Houston facilities.
• Work with HFSC’s General Counsel to ensure all Board meeting materials and tasks are completed in a timely manner and in compliance with TOMA guidelines.

Staff Assistant Duties

• Assist staff in developing training, educational, and presentation materials to utilize with internal and external audiences, as requested.
• Ensure effective communication and teamwork with both external and internal resources to plan and implement corporate-wide events, department/section meetings, outreach events, all-staff meetings, and other special events. Tasks including, but are not limited to, securing locations, arranging AV needs, video recording and editing, photography, and preparing event/meeting materials.
• Coordinate meeting logistics and communications with third parties, and draft briefing materials in support of Executive Team members.
• Assist in coordinating Executive Team members’ schedules and travel arrangements, including submitting required procurement workflows and documentation, as requested.
• Update the HFSC website and official social media profiles as instructed.
• Respond to email inquiries sent through the general corporate email address, forwarding requests to the appropriate staff member, and crafting responses in partnership with the appropriate staff member, as needed.
• Other duties as assigned.
• Attend internal and external meetings at the direction of Executive Team members and brief designated member(s) on pertinent information.
• Provide routine and complex administrative support to the HFSC Employee Events Committee and HFSC Outreach Committee, serving as a resource for staff members in planning events and activities.

Required Experience

MINIMUM EDUCATION REQUIREMENTS

Bachelor’s degree in Business, Public Administration, or a related field. Directly related job experience may be considered as in lieu of a degree.

Minimum Experience Requirement

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Previous experience in an administrative role is required. Experience in working on the executive level and/or with a Board of Directors is a plus.

• Demonstrated experience in successfully facilitating teams.

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Experience or knowledge of the Harris County Criminal Justice System and/or a forensic laboratory environment is a plus.

Knowledge And Skills Requirement

• Excellent attention to detail, laser focus on quality, and ability to consider the big picture.
• Demonstrated skill in oral and written communication.
• Demonstrated proficiency in Office Suite products
• Ability to manage multiple projects with quick turnaround times simultaneously.
• Specifically, Microsoft TEAMS and Office 365
• Demonstrated skills in listening, responsiveness, flexibility, initiative, decision-making, and conflict resolution.
• Excellent stakeholder management and interpersonal skills, including the confidence to interact with and influence personnel at all levels.

Keyword: public administration, open meetings, minutes, government, public information, secretary

From: Houston Forensic Science Center, Inc