Administrative Assistant V - BRM Support

TX-HHSC-DSHS-DFPS•Austin, TX

About The Position

This position provides advanced administrative and high volume scheduling support to seven Business Relationship Managers (BRMs). The Administrative Assistant V is responsible for managing complex and frequently changing calendars, coordinating a large volume of internal and external meetings, and ensuring accurate scheduling, confirmation, and logistical readiness for approximately 40 meetings per month. The position prepares, formats, and distributes meeting agendas and materials; coordinates meeting logistics including rooms, virtual platforms, and participant communications; and attends meetings as needed to document notes, decisions, and action items. The role ensures timely follow up and maintains organized records of agendas, materials, and meeting documentation. Work is performed under limited supervision and requires the ability to manage competing priorities, apply established administrative practices, and support efficient BRM operations in a fast paced, high demand environment.

Requirements

Knowledge of Administrative and office management practices
Knowledge of Calendar management and meeting coordination procedures
Knowledge of Document formatting and records management
Skill in Managing multiple calendars and competing priorities
Skill in Preparing professional meeting agendas and materials
Skill in Written communication and documentation of meeting outcomes
Ability to Work independently under limited supervision
Ability to Coordinate effectively with multiple professionals and stakeholders
Ability to Maintain accuracy and attention to detail in a high-volume environment
High school graduation or equivalent
Five years of progressively responsible administrative support experience

Responsibilities

Manages complex calendars for five BRMs
Coordinates internal and external meetings involving multiple stakeholders
Schedules, reschedules, and confirms meetings (approximately 40 per month)
Resolves scheduling conflicts and ensures appropriate attendance
Creates, formats, and distributes meeting agendas
Prepares and assembles meeting materials and presentation packets
Ensures materials are distributed in advance in accordance with established timelines
Attends meetings as needed to capture notes, decisions, and action items
Distributes meeting notes and tracks follow up items
Maintains organized records of agendas, materials, and notes
Serves as a central administrative point of contact for BRM activities
Coordinates logistics such as meeting rooms, virtual meeting links, and participant communications
Performs other advanced administrative duties as assigned