Executive Administrative Assistant

Port Corpus Christi Authority (PCCA) is currently seeking a dynamic professional to join our team! This position will execute and manage complex administrative tasks while providing administrative support to the Chief Commercial Officer (CCO) ESSENTIAL FUNCTIONS Manages daily operations of the CCO’s office including work priorities; project planning and management; problem resolution; fiscal management and the coordination of necessary services related to the operation of the department Completes projects and special assignments by establishing objectives, managing time, gaining cooperation from others, monitoring progress, instituting problem-solving techniques and making adjustments where needed Prepares and reviews complex documents including presentations and special reports to Executive Team, Port Commissioners and customers; Gathers, assembles, produces and disseminates key reports; Composes letters, e-mails and memorandums in final form and creates, edits and proofs reports, letters, databases and other materials Provides administrative support to the CCO’s, performs tasks utilizing advanced skills in organization and planning, in-depth knowledge of operations and objectives and overall knowledge of other departments Acts as liaison between the CCO and port staff, relays complex instructions and information to other PCC personnel in the absence of the CCO and other staff; Works with international and governmental officials, contractors and customers, and assists with establishing and maintaining a network with port industry to assure effective communication and relations Represents the Chief by welcoming visitors, reviewing correspondence, arranging business functions, answering questions and addressing requests directed to the Chief Manages the CCO’s calendar and coordinates between other PCC departments, executive team, and outside agencies and organizations; Arranges meetings, conferences and functions to assist the CCO to ensure positive, receptive relations Assists in the planning and participation of visits, conferences and events representing PCC. Attends, participates in, takes and transcribes minutes of meetings at Sales Force; prepares travel arrangements, travel/expense reports and all associated documentation for department staff and processes expenses for the CCO Provides support to the Executive Administration Manager, in the execution of routine and special duties, as assigned. Maintains effectiveness and job knowledge by welcoming educational opportunities, reading professional publications, forming networks and participating in professional organizations and enhances CCO and PCC's reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishments Assists with the development and implementation of departmental reporting procedures; oversees maintenance of departmental records and/or inventories and improves quality results by studying, evaluating, recommending and re-designing processes and implementing changes Manages purchase orders, payment of vendors and performs general administrative tasks such as answering and fielding incoming calls, opening and distributing mail, maintaining office files, ordering and maintaining supplies for the Director 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 (3) status designation CANDIDATE PROFILE The preferred candidate for this position will be professional, dynamic, energetic, positive, a self-starter; proactive; must possess confidentiality, tact and diplomacy. They will also be team-orientated, be an organized, detail-orientated and disciplined individual with a focus on maintaining optimal integrity in support of the PCCA. They must possess the following: EDUCATION & CREDENTIALS Associate’s degree in a business-related field or equivalent Ability to obtain and maintain a Transportation Worker Identification Credential (TWIC) during course of employment Good driving record with valid driver’s license EXPERIENCE & JOB KNOWLEDGE Five (5) years’ experience in duties outlined above or equivalent experience Experience with port and/or relevant agencies preferred Bilingual (English/Spanish), preferred. A third language is considered a plus. TECHNICAL SKILLS Advanced administrative skills with organizational and time management skills Ability to represent the PCCA effectively Ability to handle multiple tasks from inception to completion and use mature judgment when prioritizing tasks Capable of consistently accurate work Ability to work during non-regular business hours (evenings/weekends as needed) Capable of handling heavy workload and ever-changing priorities Solid interpersonal skills with ability to deal effectively and positively with the public and varying levels of management Ability to communicate professionally in both English and Spanish with executives, employees and external stakeholders preferred Intermediate proficiency in MS Office, including Word and Excel, Outlook, Access and other related applications Ability to understand, interpret, and apply all PCCA policies, promotes and adheres to the SEAPORT values, state/federal laws Maintain good employee relations and encourages and fosters a helpful environment where teamwork prevails. Assists senior management and office staff where 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 As part of our dedication to the diversity of our workforce, PCCA is committed to Equal Employment Opportunity. Applicants will receive consideration for employment without regard for race, color, gender, religion, national origin, disability, veteran status, military status, age, marital status, sexual orientation, gender identity, genetic information or any other protected group status. Additional Postings available from Port of Corpus Christi Authority #J-18808-Ljbffr