Executive Assistant I

Texas Health & Human Services Commission•Austin, TX

35d•$3,700 - $5,372•Onsite

About The Position

The Executive Assistant I works under the direction of the State Supported Living Center (SSLC) Director, providing highly complex senior-level professional assistance and administrative support. The role helps manage the Director’s daily schedule, coordinates and tracks executive assignments and activities, makes travel arrangements, processes purchase requisitions, schedules meetings and trainings, answers telephone calls, responds to inquiries, and performs other duties assigned by the Director. The position requires adaptability, flexibility, dependability, accountability, initiative, independence, diplomacy, discretion, tact, strong written and verbal communication, and the ability to manage confidential information and changing priorities. It works under limited supervision, with considerable latitude for initiative and independent judgment. The Executive Assistant provides executive-level administrative support, evaluates and prioritizes requests, prepares meeting materials, maintains filing and record-keeping systems, and manages the Director’s Outlook calendar. The role coordinates appointments, meetings, conference calls, travel, and reimbursements; tracks action items and documents requiring the Director’s signature; and reviews, routes, prioritizes, and distributes administrative documents. It also supports purchasing and travel processes in accordance with agency policies, provides backup assistance to other executive staff, trains and counsels new staff on applicable procedures, and may attend meetings and prepare minutes or summaries. The position is based at the Austin State Supported Living Center and is not eligible for telework according to the posting’s job details. Travel may be required up to 5%. Work-hour flexibility, overtime or extended hours, and weekend and holiday work may be required. Employees may also be assigned to support disaster response, recovery, or Continuity of Operations activities, potentially at an alternate shift or location.

Requirements

Five years of experience providing high-level administrative support to executive-level leadership.
Experience coordinating, tracking, and responding to executive assignments.
Experience developing processes and procedures.
Knowledge of agency administrative policies and procedures.
Knowledge of Microsoft Office products, including Word, Outlook, Excel, Visio, and PowerPoint.
Knowledge of state records retention policies and procedures.
Skill in responsible office management, organization, time management, and planning.
Skill in developing goals and objectives, applying problem-solving techniques, and developing procedures to monitor and evaluate progress.
Ability to analyze complex work problems and make decisions affecting administrative functions.
Ability to communicate effectively, orally and in writing, with diverse staff and the general public.
Ability to work effectively with agency personnel and the public.
Ability to work independently, gather information from varied sources, and synthesize and translate detailed information into simpler terms.
Ability to manage multiple projects with frequent deadlines.
Ability to assign, delegate, and coordinate work assignments of others.
Ability to proofread and edit for grammatical content.
Ability to keep the Superintendent organized and informed of deadlines, commitments, and decisions requiring attention.
Ability to establish and maintain effective, positive working relationships with supervisors and coworkers while maintaining confidentiality as required.
Ability to adapt to a fast-paced, dynamic work environment.
Must pass a fingerprint criminal background check, pre-employment drug screen, and specified registry checks.
Must be willing to work weekends and holidays; flexibility in work hours and overtime or extended hours may be required.
Must be at least 18 years of age for employment at a state-operated facility.
Males between ages 18 and 25 must be registered with the Selective Service.
All State Supported Living Center employees are subject to random drug testing.

Nice To Haves

HHSC experience preferred.

Responsibilities

Provide executive-level administrative assistance to the SSLC Director and evaluate inquiries and requests to identify priority matters.
Manage the Director’s daily schedule and Microsoft Outlook calendar, keep it current, and identify potential scheduling conflicts.
Prepare advance meeting materials and maintain organized electronic and hard-copy files and record-keeping systems.
Coordinate, schedule, and prioritize internal and external appointments, meetings, and conference calls.
Organize meeting logistics, gather documents, prepare handouts and other materials, and make travel and reimbursement arrangements.
Manage and track action items and documents requiring the Director’s approval or signature, including contracts, reports, correspondence, and HR documents.
Coordinate and track administrative assignments and activities within the SSLC.
Review, analyze, route, prioritize, and distribute incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents, processing them efficiently and confidentially.
Prepare and track in-state and out-of-state travel requests through the department’s e-Travel system and provide technical advice on administrative policies and procedures.
Purchase for the SSLC using the CAPPs financial system, approved vendors, and applicable Texas purchasing policies.
Provide backup administrative assistance to other executive staff and employees and assist other executives as part of the support staff team.
Train and counsel new staff on policies associated with the Director’s office and HHSC/HSCS procedures.
Attend designated meetings and provide written meeting minutes or summaries to attendees.
Attend work regularly and perform other assigned duties, including supporting disaster response, recovery, or Continuity of Operations activities when needed.