EDC Senior Administrative Assistant

Job Description

JOB SUMMARY

Under general supervision, the Administrative Assistant coordinates the day-to-day administrative and office operations of the Prosper Economic Development Corporation (PEDC); provides high-level administrative support to the Executive Director and PEDC staff; assists with research, data compilation, financial and organizational processes; and delivers exceptional customer service to internal and external stakeholders. The position is expected to demonstrate initiative, ownership, and a continuous-improvement mindset while helping develop systems and procedures that support the long-term operational success of the organization.

EXAMPLES OF DUTIES

• Provides consistent front-office coverage during PEDC's regular business hours, Monday through Friday, 8:00 a.m. to 5.
• Responsible for opening and closing the office and coordinating approved coverage when necessary. Occasional after hours as needed.
• Serves as the primary point of welcome and first impression for PEDC, providing unparalleled customer service for Town staff, clients, prospects, vendors, and visitors.
• Answers and directs telephone inquiries to appropriate staff members.
• Coordinates meeting and conference room readiness, including scheduling, materials, technology, refreshments, room setup, and other logistical needs for PEDC meetings and visitors.
• Maintains professional, organized, and welcoming common office areas, conference rooms, and hospitality spaces; monitors and replenishes office, kitchen, food, and beverage supplies.
• Orders and maintains office supplies.
• Operates and maintains office equipment; replenishes paper, ink, toner, etc.
• Retrieves organizational mail from the designated post office location using a personal vehicle and distributes incoming mail and correspondence to appropriate personnel; provides notary services as needed.
• Maintains regular and consistent attendance for the assigned work hours/shift.
• Provides primary administrative and operational support to the PEDC Executive Director while supporting the broader PEDC team as needed; manages the Executive Director’s calendar and scheduling; prepares, proofreads, and completes correspondence, reports, agendas, schedules, itineraries, and other materials; and assists with board member orientations, employee onboarding, compliance administration, expense tracking, year-end processes, and other organizational activities.
• Assists in the preparation of information for Town Council and PEDC Board of Directors and related meeting packets.
• Performs extensive research for requested information and assists department personnel with a wide range of administrative work to ensure effective flow of departmental services.
• Provides administrative support for recruitment, onboarding, and other personnel-related processes and assists the department by keeping current information on the Employee HUB and providing updated Human Resources information, correspondence, training materials, and forms.
• Assists in the development, documentation, implementation, and continuous improvement of standard operating procedures (SOPs), administrative processes, records management practices, and organizational systems to promote consistency, efficiency, continuity, and long-term organizational success.
• Demonstrates an ownership mindset by proactively identifying operational gaps, inefficiencies, future needs, and areas lacking documentation; recommends and helps implement solutions that strengthen PEDC operations and institutional knowledge.
• Assists in establishing and maintaining PEDC's records management and document organization systems, including electronic and physical files, to promote accessibility, consistency, retention compliance, institutional continuity, and efficient retrieval of organizational information.
• Maintains and updates databases, spreadsheets, billing and financial records, timesheets, CRM systems, records, files, and other administrative tracking systems; ensures information is accurate, organized, confidential, and current.
• Compiles information related to requests for public information; updates and maintains websites and social media platforms as needed.
• Attend meetings and forums hosted by the Town Secretary’s Office to remain current on procedures and processes relating to public meetings.
• May provide backup support as clerk for PEDC public meetings, as needed, to ensure continuity of meeting administration and documentation.
• Supports PEDC booths and public outreach at special events by setting up equipment, answering inquiries, and promoting positive public relations.
• Assists with PEDC presentations, tours, website content, social media platforms, and other communication or outreach activities as needed.
• Other duties as assigned.

ADDITIONAL QUALIFICATIONS

Any combination of experienceandtrainingthatwouldlikelyprovidetherequiredknowledgeandabilitiesis qualifying. A typical way to obtain the knowledge and abilities would be:

• High School Diplomaorequivalent.
• Administrative or office experiencepreferred.
• Must have reliable access to a personal vehicle for conducting PEDC business, including routine retrieval of organizational mail and occasional business-related travel.
• Must possess a valid Texas Class C driver’slicense.
• Must pass MVRcheck.
• Must pass pre-employment drug screening and background check.

ADDITIONAL DETAILS

AN IDEAL CANDIDATE POSSESSES THE FOLLOWING:
Ownership and Long-Term Thinking: Demonstrates initiative and a strong sense of ownership over responsibilities, organizational processes and administrative systems. Anticipates future needs, follows through on commitments, considers the long-term implications of decisions, and develops processes and documentation with organizational continuity in mind.
Thrives in a Fast-Paced, Dynamic Environment:Enjoys being part of an energetic, collaborative team where priorities may evolve quickly and is comfortable balancing multiple responsibilities and deadlines while maintaining confidentiality, accuracy, and professionalism.
Proactive and Resourceful: Looks for what needs to be done, anticipates needs, and identifies solutions without waiting for every next step to be assigned.
Team-oriented and willing to pitch in: Understands that in a small, high-performing organization, everyone contributes where needed and no task is too small when it supports the team's success.
Continuous improvement mindset: Naturally looks for ways to make processes more efficient, organized, consistent, and sustainable.
Service-Oriented: Takes pride in creating a welcoming, professional experience for visitors, partners, prospects, Town personnel, and fellow team members and recognizes the importance of representing PEDC and the Town of Prosper professionally.

Knowledge of:

• Effectiveverbalandwrittencommunication.
• Performingbusinessmathematics
• Customerserviceandpublicengagement
• Researchtechniquesanddatamanagement.
• Records management, filingandofficeoperations.
• Departmentalpoliciesandprocedures.
• Englishusage,spelling,grammar,andpunctuation.
• ComputerskillsusingMicrosoftOfficeapplications,Internet,AdobeAcrobat,andconversiontechniques.
• Prior use and management of a CRM system a plus.

Ability to:

• Prioritizeandorganizevariousassignmentstoproduceefficientresults.
• Demonstrate a sense of urgency with the ability to prioritize accordingly.
• Offer flexibility and adaptability, especially during times of change.
• Handle confidential and sensitive information responsibly and with appropriate discretion.
• Operatestandardofficeequipment.
• Communicateclearlyandconcisely,bothverballyandinwriting.
• Understandandfollowwrittenandverbalinstructions.
• Providetactfulandappropriateresponsestoinquiriesfromthepublic,otherdepartments,oragencies.
• Work in an office environment and support a team; contribute as a team member and treat co-workers, subordinates, and customers with respect.
• Avoidanyconflictorappearanceofconflictofinterestintheperformanceofdutiesandresponsibilitiesto include election-related items.

Part-Time Position,20 hrs or less per week.