Executive Assistant Jobs

The City of Pearland, TX is seeking to hire a full-time Executive Assistant to lead the day-to-day operations of the Finance Department. Do you thrive in a fast-paced environment? Do you have a passion for making a difference?

The Executive Assistant earns a competitive hourly salary of $20.17 - $21.84/ based on experience. Additionally, the city pays all premiums for our employees' dental, long-term disability protection, and life insurance plus the majority portion of the medical premium for employees and their dependents. We also offer a retirement plan through the Texas Municipal Retirement System (TMRS) with a 2:1 employer match, life insurance, disability, access to the city's recreation fitness center, employee assistance program, educational assistance, 11 paid holidays and 2 designated paid holidays, paid vacation, sick leave, and an active wellness program focusing on physical, mental, and financial health.

About The City Of Pearland

The City of Pearland has received a Top Workplaces of 2023 USA award from Energage, a leading research firm that specializes in employee engagement and workplace culture each year across the United States.

Pearland is one of the fastest growing cities in Texas due to affordable housing, outstanding schools, safe neighborhoods, and superb quality of life. Ranked as one of the top ten safest cities in Texas, Pearland residents know their families are safe and secure in the community and surrounding areas. Our close proximity to Houston, just a short 20-minute drive to downtown, allows residents to experience all the city has to offer including professional sports, world-class cultural amenities, and recreation.

Employees of the City of Pearland use multi-directional communication and cross-functional teams to promote a greater understanding of the organization by employees at all levels. We have created a culture of continuous learning that encourages and supports employee development and growth. Our work environment is one where innovation is not only supported but encouraged.

General Description

The purpose of this class within the organization is to provide high-level administrative support to the City of Pearland.

This class works under general supervision, independently developing work methods and sequences.

A Day In The Life of An Executive Assistant

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions

• Manages and maintains executives' schedules; makes travel arrangements for executives.
• Prepares payroll by entering time, tracking vacation and time off requests; updates the timeclock concerning staff hours and missed punches; pulls reports from the timeclock and has the director sign off on payroll.
• Answers phone calls and directs calls to appropriate parties or takes messages.
• Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Processes invoices for payment; scans invoices and packing slips; reviews and assists in maintaining the budget; assists the training division with per diems and reimbursements.
• Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Coordinates and directs office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

Additional Duties

• Tracks, files, and saves all personnel requisitions.
• Coordinates Board of Directors Meetings including preparing agendas and packets, posting agendas, transcribing minutes, arranging facilities, and ordering catering.
• Coordinates record retention efforts for the department; ensures files are living out retention period and stored properly.
• Enters invoice entry batches for all incoming departmental and City invoices.
• Performs related work as assigned.
• Coordinates professional development and training.
• Inventories, monitors and orders office supplies for the department.

Minimum Education And Experience Requirements

• Requires an Associate's Degree or specialized courses/training equivalent to satisfactory completion of two years of college in business or closely related field.
• Requires four years mid- to senior-level administrative support or closely related experience.

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