Executive Assistant

Texas Health & Human Services Commission•San Antonio, TX

2d•$3,700 - $5,372•Onsite

About The Position

The Executive Assistant provides highly complex, senior-level professional assistance and support to the Superintendent at Terrell State Hospital. Under the direction of the Director V–Superintendent, the role manages the Superintendent’s schedule, coordinates and tracks executive assignments and activities, arranges travel, processes purchase requisitions, schedules meetings and trainings, responds to telephone calls and inquiries, and performs other assigned duties. The position requires adaptability, dependability, accountability, initiative, diplomacy, discretion, tact, strong written and verbal communication, and the ability to manage confidential information and changing priorities. It operates under limited supervision with considerable latitude for independent judgment. The Executive Assistant provides executive-level administrative support, prioritizes requests, prepares meeting materials, maintains filing and record-keeping systems, monitors the Superintendent’s Outlook calendar, coordinates meetings and conference calls, and handles related logistics and documentation. The role tracks documents and action items requiring approval or signature; routes and prioritizes correspondence, contracts, grants, reports, and other documents; coordinates travel and reimbursement through the department’s e-Travel system; and supports purchasing using the CAPPs financial system and approved vendors in accordance with Texas purchasing policies. The position also provides backup support to other executive staff, assists the support staff team, trains and counsels new staff on office and agency procedures, and may attend meetings and provide written recaps. Other duties may include supporting disaster response, recovery, or Continuity of Operations activation, which may require an alternate shift pattern or work location. The position is full-time, regular, on-site (telework not eligible), based at Terrell State Hospital in Terrell, Texas, with up to 10% travel. The posted monthly salary range is $3,700.00 to $5,372.41. The role is listed as a day shift, though flexibility, rotating schedules, overtime, or extended hours may be required.

Requirements

At least five years of experience providing high-level administrative support to executive leadership, with this experience 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 reimbursement; experience may run concurrently with other experience.
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, organizing, 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 operations.
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, work independently, gather information from varied sources, and synthesize detailed information into simpler terms.
Ability to manage multiple projects with frequent deadlines and to assign, delegate, and coordinate others’ work assignments.
Ability to proofread and edit for grammatical content and keep the Superintendent informed about deadlines, commitments, and decisions.
Ability to establish and maintain positive working relationships while maintaining confidentiality, and to adapt to a fast-paced, dynamic work environment.
Pass required fingerprint criminal background check, pre-employment drug screen, and registry checks.
Applicants must be at least 18 years old for employment at a state-operated facility; Terrell Center for Youth applicants must be at least 21 years old.
Comply with HHSC immunization policy and state hospital operating procedures related to immunizations.

Nice To Haves

HHSC experience is preferred.

Responsibilities

Provide executive-level administrative assistance to the Superintendent and prioritize requests and inquiries.
Prepare daily meeting materials and maintain organized files and electronic and hard-copy record-keeping systems.
Manage and monitor the Superintendent’s calendar in Microsoft Outlook, 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 arrange travel and reimbursement requests.
Track action items and documents requiring the Superintendent’s approval or signature, including contracts, reports, correspondence, and HR documents.
Review, analyze, route, prioritize, and distribute incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents, handling them promptly and confidentially.
Prepare and track in-state and out-of-state travel arrangements through the department’s e-Travel system in accordance with agency and division policy.
Provide technical advice and assistance to division personnel on administrative policies and procedures.
Process purchasing for SH using the CAPPs financial system, approved vendors, and applicable 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 and counsel new staff on policies and procedures associated with the Superintendent’s office and HHSC/HSCS.
Attend a limited number of meetings and provide written recaps to attendees.
Participate in disaster response or recovery and Continuity of Operations activities when assigned.
Perform other duties as assigned.