Executive Receptionist – Adult Probation - Full-time

About The Harris County Community Supervision and Corrections Department (CSCD):

The Harris County Community Supervision and Corrections Department (CSCD) is one of the largest probation departments in the United States, supervising more than 70,000 individuals and employing over 600 staff members across 6 locations. We provide a wide range of services including community supervision, outpatient counseling, cognitive-behavioral programming, and residential treatment, designed to strengthen our clients’ abilities and support their long-term success. With a focus on utilizing evidence-based practices, we aim to improve outcomes and reduce recidivism for all clients under supervision.  

The Executive Case Aide/Greeter serves as the professional face of the Harris County Community Supervision and Corrections Department executive office, ensuring a seamless, hospitable, and secure experience for all visitors and stakeholders. This role manages the executive front desk, answers incoming telephone calls and prioritizes accordingly, coordinates high priority schedules and meetings, triages inquiries and case-related requests, and facilitates smooth day-to-day operations for senior leadership. The position requires exceptional discretion, polished communication, and a service mindset aligned with executive standards.  

Front-of-House & Visitor Experience

• Welcome and host visitors, dignitaries, and VIPs with a polished, professional demeanor; ensure sign-in, badges, and escort protocols are followed. 

• Maintain a calm, orderly reception environment and anticipate needs (refreshments, seating, accessibility). 

• Manage the executive lobby/front desk phone and inbox; triage and route inquiries promptly. 

Executive Scheduling & Logistics

• Coordinate executive calendars (Outlook/Teams), meeting invites, room bookings, and A/V needs; proactively resolve conflicts and protect executive focus time. 

• Prepare agendas, briefing materials, and meeting packets; capture/track follow-ups. 

Communications & Case Aide Support 

• Draft and proofread correspondence, memos, and talking points with executive tone and accuracy. 

• Intake, prioritize, and track case-related requests or issue escalations; ensure timely handoffs and closure with appropriate stakeholders. 

• Maintain confidentiality for sensitive information at all times (HR, legal, financial). 

Office & Event Coordination

• Partner with Facilities, Security, and IT to ensure workspace readiness, guest access, and equipment functionality. 

• Support small executive events: invitations, RSVPs, catering, setup, and onsite coordination. 

• Manage inventory of front-office supplies and hospitality items. 

Operations, Compliance & Records 

• Maintain visitor logs, incident notes, and executive reception SOPs; uphold security and privacy protocols. 

• Identify opportunities to streamline workflows and improve guest experience. 

Other Duties 

• Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice 

• Work overtime as required

Education:

• High school diploma

• Experience in reception, front desk, concierge, or administrative support in a corporate/agency setting. 

Licensure:

• Must be eligible for access to TCIC system. 

• Valid Texas Drivers’ License or Texas I.D. is required

• Exceptional customer service, verbal/written communication, and professional presence. 

• Strong organization and time management; ability to prioritize in a fast-paced environment. 

• High proficiency with Microsoft 365 (Outlook, Teams, Word, Excel), calendaring, and conferencing tools. 

• Proven discretion and judgment handling confidential and high-profile matters. 

• Experience supporting director level leaders. 

• Familiarity with visitor management systems and security protocols. 

• Hospitality, corporate headquarters, or government/regulated environment experience. 

• Bilingual skills (Spanish).

Core Competencies

• Service Orientation: Creates a welcoming, high touch experience for all stakeholders. 

• Professionalism & Discretion: Maintains composure and confidentiality at all times. 

• Organization & Follow Through: Tracks details meticulously to completion. 

• Judgment & Problem Solving: Navigates competing priorities and sensitive issues effectively. 

• Communication: Clear, concise, and tailored to executive audiences. 

• Technology Fluency: Confident with M365 tools and A/V setups. 

• Cultural Awareness: Ensures inclusive, respectful interactions with diverse guests. 

Physical & Work Conditions

• Onsite role with regular standing, walking, greeting/escorting, and light lifting (up to 30 lbs). 

• Occasional extended hours for early/late meetings, events, or executive visits. 

• Business casual attire required; adherence to security and access protocols.

FLSA Status

• Non-exempt.