Job Description:

POSITION SUMMARY

Reporting to the General Counsel, the primary job duties of the Board Secretary and Staff Assistant are to perform routine and complex administrative support for the HFSC Board of Directors and Executive Team, with additional support to staff as requested. The incumbent will serve as the appointed Corporate Secretary for the HFSC Board of Directors, with responsibility for facilitating board communications, meetings, drafting materials, and compliance with the Texas Open Meetings Act (TOMA). In addition, the incumbent will provide administrative support for all-staff meetings, the HFSC Employee Event Committee and HFSC Outreach Committee, facilitating the successful execution of events and meetings. Specific duties of the Board Secretary and Staff Assistant may include, but are not limited to, performing the following duties with little or no direct supervision:

Board Secretary Duties

• · Work with HFSC’s General Counsel to ensure all Board meeting materials and tasks are completed in a timely manner and in compliance with TOMA guidelines.
• · Fulfill legal obligations to draft Board meeting minutes, packets, and agendas as well as maintain records and other documentation, including posting board-related content to the HFSC website.
• · Coordinate, maintain and continually enhance Board relations by providing necessary updates and support to Board members.
• · Coordinate logistics of Board member service by providing required onboarding materials, managing recurring Board-related filings, and coordinating logistics to ensure access to City of Houston facilities.
• · Serve as primary contact for all requests and communications for the Board of Directors, Technical Advisory Group (TAG) and committees of the Board.
• · Coordinate with the City of Houston’s Boards and Commissions Office to ensure all current and future Board member information and required documentation is up to date and on file.

Staff Assistant Duties

• · Respond to email inquiries sent through the general corporate email address, forwarding requests to the appropriate staff member, and crafting responses in partnership with the appropriate staff member, as needed.
• · Update the HFSC website and official social media profiles as instructed.
• · Attend internal and external meetings at the direction of Executive Team members and brief designated member(s) on pertinent information.
• · Coordinate meeting logistics and communications with third parties, and draft briefing materials in support of Executive Team members.
• · Assist in coordinating Executive Team members’ schedules and travel arrangements, including submitting required procurement workflows and documentation, as requested.
• · Provide routine and complex administrative support to the HFSC Employee Events Committee and HFSC Outreach Committee, serving as a resource for staff members in planning events and activities.
• · Ensure effective communication and teamwork with both external and internal resources to plan and implement corporate-wide events, department/section meetings, outreach events, all-staff meetings, and other special events. Tasks including, but are not limited to, securing locations, arranging AV needs, video recording and editing, photography, and preparing event/meeting materials.
• · Assist staff in developing training, educational, and presentation materials to utilize with internal and external audiences, as requested.
• · Other duties as assigned.