Executive Assistant

Executive Assistant Region 4 Education Service Center REGION 4 ESC - HOUSTON, Texas Open in Google Maps Job Details Job ID: 5723956 Application Deadline: Posted until filled Posted: May 19, 2026 5:00 AM (UTC) Starting Date: Immediately Job Description Classification: Support Staff Exemption Status/Test: Non-exempt Job Grade: 7 Department: Center for Finance and Business Services Reports To: Chief of the Center for Finance and Business Services Job Goal: Provide high-level administrative, organizational, operational, and financial support to the Chief Financial Officer. The Executive Assistant serves as the primary administrative support for the CFO, monitors and coordinates the CFO’s calendar and communications, supports Center-wide coordination, prepares materials and communications, manages key information databases, and assists with financial reporting, contract management, and agenda review processes. The position may provide backup support to departments under the CFO’s oversight, including Business Services, Procurement, and Business Operations. Qualifications Education: High school diploma or GED Experience: Five years of administrative or executive support experience Experience with financial software and reporting systems Special Knowledge and Skills: Advanced proficiency in the use of software packages related to office operations Strong organizational, interpersonal, written, and verbal communication skills Excellent attention to detail, proofreading, editing, and document-preparation skills Ability to manage multiple priorities, deadlines, meetings, and projects simultaneously Ability to exercise sound judgment, initiative, discretion, and confidentiality Ability to work effectively with internal departments, external entities, vendors, districts, and community partners Preferred Qualifications Associate degree or college coursework in business, finance, accounting, public administration, or a related field Governmental accounting experience School finance or public education finance experience Experience coordinating professional meetings, trainings, or large-group events Experience with Monday.com or other project management/database systems Major Responsibilities Executive Support and Communications Serve as the primary executive assistant and first point of contact for the Chief Financial Officer (CFO) by managing and monitoring the CFO’s calendar and email as directed; triaging and flagging priority items; drafting responses and coordinating follow-up; screening communications; maintaining confidentiality; and supporting day-to-day executive needs. Assist the CFO with Center for Finance and Business Services (CFBS)-wide initiatives, special projects, research, data compilation, financial analysis, presentations, reports, agendas, correspondence, and other executive-level materials. Prepare, proofread, edit, finalize, and independently respond to routine correspondence, spreadsheets, presentations, meeting materials, agendas, and communications for internal and external audiences. Make travel arrangements, process registrations, prepare itineraries, and assist with related reimbursements or documentation. Financial, Reporting, and Administrative Operations Run, review, and interpret financial reports as assigned; identify errors, inconsistencies, missing information, or items requiring clarification; and assist with budget monitoring, amendments, transfers, and related financial documents. Assist with compiling, organizing, and finalizing CFBS-level schedules, reports, manuals, procedures, budget documents, annual financial report materials, leadership reports, and other financial or operational documents as assigned. Serve as the first step in the CFO’s Board agenda review process by reviewing department agenda items for obvious errors, incomplete information, formatting issues, missing attachments, or inconsistencies and returning items for correction before CFO review. Process or assist with requisitions, direct pays, invoices, purchase orders, interdepartmental bills, contracts, and related documentation as assigned, including initiating contract workflows, logging and tracking contract status, routing documents for signature, ensuring completeness, and verifying appropriate budget coding. Maintain assigned procurement card responsibilities, including reconciling credit card transactions for the CFO’s office and providing backup reconciliation support for CFBS as needed. Meetings, Events, and Trainings Coordinate CFBS-wide and department meetings, including scheduling, agenda preparation, materials, action items, follow-up, and the CFO’s attendance at department meetings. Coordinate all aspects of CFO Network and Finance 4Ward monthly meetings, including communications, agendas, room reservations, sponsors, speakers, presentations, materials, attendance tracking, certificates, certification records, and follow-up. Coordinate trainings, workshops, and events hosted by or on behalf of CFBS, including participant communications, room reservations, materials, speakers, technology needs, and follow-up. Information Management, Department Support, and Compliance Create, maintain, and update databases, dashboards, records, and tracking systems using Monday.com or similar platforms for CFBS information, including goal progress, education certifications, project status, deadlines, assignments, and compliance items. Serve as a liaison between the CFO’s office, CFBS departments, internal stakeholders, external entities, LEAs, vendors, sponsors, speakers, and community partners. Provide backup administrative support to departments under the CFO’s oversight, as needed. Maintain organized electronic and physical files, records, schedules, reports, calendars, timelines, shared resources, office supplies, and administrative systems in accordance with applicable procedures, confidentiality standards, and retention requirements. Provide technical assistance and services as specified by any applicable federal grant that funds this position. Perform other duties as assigned. Supervisory Responsibilities: None Physical Demands/Environmental Factors/ Mental Demands: Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure. Position Type: Full-Time Salary: $53,336 to $63,877 Per Year Job Categories: Support Staff > Administrative Assistant Job Requirements Citizenship, residency or work visa required #J-18808-Ljbffr Region 4 Education Service Center