Administrative Assistant

Administrative Assistant

Port Corpus Christi Authority (PCCA) is currently seeking a dynamic professional to join our team! This position provides administrative support for operational and project coordination duties for the Channel Infrastructure and Safety & Emergency Management Departments. The Administrative Assistant supports departmental planning, reporting, stakeholder coordination, records management, budget administration, travel coordination, and special Port operations projects and strategic initiatives.

ESSENTIAL FUNCTIONS

• Supports the daily administrative activities of the Channel Infrastructure and Safety & Emergency Management Departments.
• Completes projects and special assignments by establishing objectives, coordinating resources, monitoring progress, resolving issues, and ensuring timely completion of deliverables.
• Prepares and reviews documents, presentations, reports, correspondence, briefing materials, and other communications for department leadership, regulatory agencies, and external stakeholders.
• Gathers, assembles, produces, and disseminates departmental reports, performance metrics, records, and other critical information.
• Composes letters, emails, memorandums, and other correspondence; creates, edits, and proofs reports, presentations, databases, spreadsheets, and related materials.
• Provides advanced administrative, operational, and project support to department leadership utilizing strong organizational, planning, communication, and problem-solving skills.
• Serves as a liaison between department leadership, Port staff, contractors, consultants, customers, tenants, regulatory agencies, emergency response organizations, and other stakeholders to facilitate effective communication and collaboration.
• Coordinates meetings, workshops, training sessions, emergency exercises, site visits, inspections, conferences, and special events in support of departmental initiatives.
• Maintains meeting agendas, records meeting minutes, monitors action items, and tracks follow-up activities to ensure completion of assigned tasks.
• Assists with the planning, coordination, tracking, and reporting of departmental projects, infrastructure initiatives, safety and preparedness programs, and strategic objectives.
• Maintains project schedules, tracking logs, records, and documentation to support departmental operations and leadership decision-making.
• Coordinates travel arrangements, conference registrations, travel authorizations, expense reports, and associated documentation for departmental leadership and staff.
• Assists with departmental budgeting activities, purchase orders, vendor payments, invoice processing, contract documentation, and related administrative functions.
• Assists with contract administration activities, maintains contract documentation, and coordinates administrative requirements with consultants, contractors, and vendors.
• Assists with the development, implementation, and continuous improvement of departmental procedures, reporting processes, records management systems, and administrative workflows.
• Oversees maintenance of departmental records, databases, inventories, training records, certifications, and official documentation in accordance with applicable policies and requirements.
• Assists in supporting emergency preparedness, response, recovery, and continuity-of-operations activities through administrative coordination, documentation, reporting, and resource tracking.
• Coordinates with local, state, federal, and industry partners to support departmental programs, initiatives, and regulatory requirements.
• Performs administrative and logistical support functions for the Emergency Operations Center (EOC) as needed to facilitate emergency preparedness, response, recovery, and continuity of operations.
• Evaluates administrative processes and recommends improvements to enhance efficiency, effectiveness, accuracy, and service quality.
• Performs general administrative duties, including managing correspondence, maintaining files, responding to inquiries, organizing records, and coordinating office resources.
• Promotes safety awareness and environmental consciousness, and complies with all applicable safety and environmental procedures and regulations in addition to complying with and adhering to PCC policy.
• Maintains good employee relations, encourages and fosters a helpful environment where teamwork prevails and provides assistance to office staff where appropriate.
• Drives vehicle as necessary to complete assigned tasks and works required hours/shifts necessary to fulfill facility objectives.
• Performs related duties as assigned.
• CPR certified or the ability to become CPR certified within the first year of employment.
• Tier (2) status designation.

Candidate Profile

The preferred candidate for this position will be professional, proactive, resourceful, and highly organized, with the ability to effectively manage multiple priorities in a dynamic environment. They must possess exceptional judgment, confidentiality, tact, and diplomacy, and be a self-starter capable of working independently while supporting multiple departmental objectives. The successful candidate will be team-oriented, detail-oriented, and disciplined, with a strong commitment to integrity, professionalism, and service in support of the Port Corpus Christi Authority. They must possess the following:

Education & Credentials

• Associate's degree in business administration, Public Administration, Communications, Engineering Technology, Construction Management, or a related field preferred.
• Ability to obtain and maintain a Transportation Worker Identification Credential (TWIC) during the course of employment.
• Valid driver's license with a satisfactory driving record.

Experience & Job Knowledge

• Five (5) years of progressively responsible administrative, project coordination, operational support, or related experience.
• Experience supporting leadership and managing administrative functions in a complex operational environment preferred.
• Experience in maritime, transportation, infrastructure, engineering, construction, public works, emergency management, public safety, government, or related industries preferred.
• Experience coordinating projects, meetings, budgets, reporting activities, records management, and stakeholder communications.
• Experience working with contractors, consultants, regulatory agencies, and external business partners preferred.
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing business needs in a fast-paced environment.
• Experience preparing presentations, reports, correspondence, and other business documents for leadership and external stakeholders.
• Experience coordinating travel, expense reporting, purchasing, invoicing, and other administrative support functions preferred.

Technical Skills

• Advanced administrative, organizational, and time management skills.
• Ability to represent PCCA professionally and effectively with internal and external stakeholders.
• Ability to handle multiple assignments and projects from inception to completion while exercising sound judgment and prioritizing competing demands.
• Capable of consistently producing accurate, high-quality work.
• Ability to work during non-regular business hours (evenings/weekends as needed).
• Capable of managing a heavy workload and adapting to ever-changing priorities.
• Strong interpersonal skills with the ability to interact effectively and positively with employees, leadership, customers, contractors, regulatory agencies, and external stakeholders.
• Ability to communicate professionally.
• Intermediate proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Access, Teams, and other related applications.
• Proficient in preparing reports, presentations, correspondence, spreadsheets, and other business documents.
• Ability to coordinate meetings, projects, travel arrangements, expense reporting, and departmental administrative activities.
• Ability to understand, interpret, and apply all PCCA policies and procedures; promotes and adheres to the SEAPORT values and applicable state and federal laws.
• Maintains positive employee relations and encourages a collaborative environment where teamwork prevails; provides support to departmental leadership and staff, as appropriate

Essential Physical Job Functions

• Ability to perform essential job functions, including but not limited to frequent standing, walking, sitting, speaking or hearing, typing and occasional reaching, stooping, kneeling, lifting and/or moving up to 10 pounds with or without reasonable accommodation.
• Must be able to walk and stand on level and/or inclined, climb stairs, ramps, ladders and work stands. Must be able to crouch, crawl, grasp/handle objects, use finger dexterity, bend elbow/knee and reach above/below shoulders.
• Ability to work in a general office environment, with some exposure to the elements when visiting worksites.
• Ability to operate light-weight highway vehicles and standard office equipment and to work the requisite hours to fulfill position objectives, including evenings and/or weekends, as needed.