Executive Assistant

Texas Health & Human Services Commission•El Paso, TX

9d•$3,700 - $5,372•Onsite

About The Position

The Executive Assistant provides highly complex, senior-level professional assistance and support to the Superintendent under the direction of the Director V–Superintendent. The role supports the Superintendent’s daily schedule and executive activities, coordinates and tracks assignments, arranges travel, completes purchase requisitions, schedules meetings and trainings, answers telephone calls, responds to inquiries, and performs other assigned duties. The position requires adaptability, flexibility, dependability, accountability, initiative, discretion, diplomacy, tact, strong written and verbal communication, and the ability to manage confidential information and work effectively with agency executives, stakeholders, employees, and the public. Work is performed under limited supervision, with considerable latitude for independent judgment, in a fast-paced office with changing priorities. The Executive Assistant provides executive-level administrative support, prioritizes requests and inquiries, prepares meeting materials, maintains organized electronic and paper records, and manages the Superintendent’s Microsoft Outlook calendar. The role coordinates appointments, meetings, conference calls, meeting logistics and materials, travel arrangements, and reimbursement requests. It tracks documents and action items requiring the Superintendent’s review or signature; routes and prioritizes correspondence, grants, contracts, and other administrative documents; and supports purchasing using the CAPPs financial system and approved vendors in accordance with state purchasing policies. The position may provide backup support to other executive staff, train new staff on applicable office and agency procedures, and attend meetings and prepare written recaps. The employee may also support disaster response, recovery, or Continuity of Operations (COOP) activation, which may require an alternate shift or work location. The position is based at the El Paso Psychiatric Center in El Paso, Texas, is not eligible for telework according to the posting’s position details, and may involve travel of up to 10%.

Requirements

At least five years of experience providing high-level administrative support to executive leadership, gained within the last ten years.
At least two years of experience developing processes and procedures for complex administrative organizations.
At least two years of experience creating travel arrangements and reimbursements.
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.
Skills 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 multiple sources, and synthesize and translate detailed information into simpler terms.
Ability to manage multiple projects with frequent deadlines.
Ability to assign, delegate, and coordinate others’ work assignments.
Ability to proofread and edit for grammatical content.
Ability to keep the Superintendent organized and informed about deadlines, commitments, and decisions.
Ability to establish and maintain positive working relationships 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 at least 18 years old to be considered for employment at a state-operated facility.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.
Must provide I-9 documentation on the first day of work.

Nice To Haves

HHSC experience is preferred.

Responsibilities

Provide executive-level administrative assistance to the Superintendent and help manage the Superintendent’s daily schedule.
Evaluate requests and inquiries, identify priority matters, and alert the Superintendent as appropriate.
Prepare advance meeting materials and maintain organized files and electronic and hard-copy record-keeping systems.
Monitor and maintain the Superintendent’s Microsoft Outlook calendar, update it, and identify potential scheduling conflicts.
Coordinate, schedule, and prioritize internal and external appointments, meetings, and conference calls.
Organize meeting logistics, gather documents, prepare handouts and other materials, and attend to meeting preparation.
Arrange travel and prepare related reimbursement requests for the Superintendent.
Manage and track action items and documents requiring the Superintendent’s approval or signature, including contracts, reports, correspondence, and HR-related documents.
Review, analyze, route, prioritize, and distribute incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents confidentially and promptly.
Prepare and track in-state and out-of-state travel requests through the department’s e-Travel system, following agency and division policies.
Provide technical advice and assistance to division personnel on administrative policies and procedures.
Complete purchasing for SH using the CAPPs financial system and approved vendors, in accordance with Texas purchasing policies.
Provide backup administrative support to other executive staff and employees and assist other executives as part of the support staff team.
Train new staff on policies associated with the Superintendent’s office and HHSC/HSCS procedures.
Attend a limited number of meetings and provide written recaps to attendees.
Participate in support of disaster response, recovery, or COOP activation when required, potentially working an alternate shift or location.
Perform other duties as assigned.