Executive Assistant Jobs in San Antonio, TX

About The Position

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.

Benefits

• 100% paid employee health insurance for full-time eligible employees.
• Defined benefit pension plan.
• Generous time off benefits.
• Opportunities for career advancement.