Capital Projects Assistant
Houston Parks Board
Houston, TX 77024
Description
Position Description
The Capital Projects Assistant is responsible for office administration and assistance including supporting functions of our Capital Projects teams, which also includes our Land Acquisition group. The role will provide administrative support – agenda creation, meeting minutes, calendar management – as well as process support of our bidding, invoicing, contracting, and reporting functions. The role will provide exposure to design, real estate, construction management and project management and the potential for growth over time.
A successful candidate should be able to work on numerous tasks concurrently while also being flexible. A strong communicator, with attuned interpersonal skills and the ability to work with a variety of colleagues, is important. Organization and strong writing skills are a plus as this position will include copywriting and editing, as well as presentation development. The Capital Projects Assistant should be creative, diplomatic, resourceful, and poised; able to handle change, anticipate needs and prioritize tasks; meet deadlines and enjoy working within an entrepreneurial environment that is mission-driven and results-oriented.
Main Responsibilities
- Support monthly invoice processing for design, engineering, and construction contracts; this includes document routing, file management, and report preparation;
- Support calendar management for departmental leadership, maintain contact lists and general requests, internally and externally;
- Create meeting materials (agendas, correspondence, presentations), take dictation and meeting minutes;
- Assist with preparing form letters, transmittal letters and mail-outs; proof and edit copy for any written materials as needed;
- Assist with data input and data migration from existing systems to the new project management platform.
- Collaborate with internal teams to ensure accurate data transfer and identify potential discrepancies.
- Undertake various other organizational administrative duties as assigned.
- Excellent written, oral and interpersonal communication skills
- Excellent organizational skills with the ability to assist with multiple deadlines with attention to detail
- Ability to interact effectively with team, public agency representatives, attorneys, title companies, surveyors and environmental consultants
- Ability and willingness to travel locally
- Proficiency with Microsoft Office and related database systems
- Confident and results-oriented with strong interpersonal skills
- Capacity to grasp complex concepts and systems quickly and convey ideas effectively across a range of working styles.
- Resourceful, proactive approach to problem solving with the ability to organize and coordinate various administrative tasks in a highly professional manner and with a sense of urgency.
- Proven track record of good judgment, and a commitment to ethical practices and operating with the highest integrity
- Some college coursework preferred