Executive Assistant I

TX-HHSC-DSHS-DFPS • Vernon, TX

1d • Onsite

About The Position

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Under the direction of the Director V- Superintendent, the Executive Assistant performs highly complex (senior-level) professional assistance and support work. The Executive Assistant is responsible for assisting with the daily schedule of the Superintendent, coordinating and tracking executive assignments and activities, making travel arrangements, completing purchase requisitions, scheduling meetings and trainings, answering the telephone, responding to inquiries, and performing other duties as assigned by the Superintendent. The Executive Assistant position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant position requires excellent writing and verbal communication skills, the ability to manage confidential information, and the ability to work effectively with agency executives, stakeholders, and citizens. The Executive Assistant must be able to handle the demands of a fast-paced office with constantly changing demands and priorities. Position works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Requirements

• Knowledge of agency administrative policies and procedures.
• Knowledge of Microsoft Office products: Microsoft Word, Outlook, Excel, Visio, PowerPoint, etc.
• Knowledge of state records retention policies and procedures.
• Skills in responsible office management.
• Skills in organizing, time management, and planning.
• Skill in developing goals and objectives; problem-solving techniques, and development of procedures to monitor and evaluate progress.
• Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions.
• Ability to communicate effectively with diverse staff (orally and in writing) and with the general public.
• Ability to work effectively with agency personnel and the public.
• Ability to work independently and gather information from a variety of sources and synthesize and translate detailed information into simpler terms.
• Ability to work on 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 that need to be made.
• Ability to establish and maintain effective, positive working relationships with supervisors and co-workers, maintaining confidentiality as required.
• Ability to adapt to a fast-paced dynamic work environment.
• Minimum of five years of experience providing high-level administrative support to executive leadership. This experience must be within the last ten years.
• Two (2) years’ experience developing processes and procedures for complex administrative organizations.
• Two (2) years’ experience creating travel arrangements and reimbursement.

Nice To Haves

• HHSC experience preferred.

Responsibilities

• Provides executive-level administrative assistance to the Superintendent.
• Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Superintendent.
• Manages action items for the Superintendent to ensure timely approval of contracts, reports, correspondence, and HR related documents.
• Prepares and coordinates all travel arrangements for the Superintendent through the department’s e-Travel system.
• Provides backup administrative assistance to other executive staff and employees within the office, as needed.
• Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Benefits

• comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed