Executive Assistant (Executive Assistant III)

About the role

The Texas Education Agency (TEA) oversees primary and secondary public education in Texas and is committed to improving outcomes for all public school students by providing leadership, guidance, and support to school systems across the state.

Responsibilities

• Calendar, Engagement, and Priority Management: Provides support to ensure time is spent on priority matters and projects through the proactive daily management of the Deputy Commissioner's calendar and appointments. Responsible for coordinating and monitoring all logistics, transportation and accommodation needs. Ensures the Deputy Commissioner is prepared for engagements through the preparation and organization of documents and materials. Actively participates in the planning, preparation, or execution of internal and external meetings and events of the Deputy Commissioner including State Board of Education meetings, legislative hearings, travel, All-Staff meetings, internal and external meeting requests, and committee and advisory meetings. Provides in-person executive support as needed, including coordinating visitor and stakeholder interactions, preparing meeting materials, supporting event execution, managing day-of logistics, and ensuring the Deputy Commissioner has the resources and operational support necessary to effectively carry out agency priorities. As needed, perform calendar audits and other internal reviews to ensure the Deputy Commissioner is spending time on priority matters.
• Correspondence and Communication Management: Reviews and organizes all incoming correspondence (emails, notices, agendas, voicemails, physical mail, etc.). Ensures all outgoing correspondence with internal and external stakeholders is approved, timely and free of errors. Coordinates the collection, organization, analysis, and preparation of materials in response to requests for program information and reports. Drafts emails, correspondence and presentations. Proofreads internal and external documents, such as grant applications, memos, and newsletters. Manages the routing of correspondence for approval, dissemination, records management and storage, filing and assists with the timely processing of Public Information Requests (PIRs).
• Business Process Optimization: Anticipates the needs and develops new methods, procedures, standards and promotes activities that enhance operational systems, ensuring core business operations and procedures are organized, correspondence is managed, filing and tracking systems are designed, requisitions are reviewed and approved, and that clerical functions are properly monitored. Responsible for ensuring office financial objectives are met by monitoring the Deputy Commissioner's annual office budget, planning expenditures, analyzing variances and ensuring necessary corrections that may arise. Establishes, reviews, and evaluates administrative practices for the operation of the Office. Collaborates with the Deputy Commissioner, Chief of Staff, and Office Manager to develop refined systems for the operation of the Office. Introduces internal and cross-agency staff to office systems and offer guidance, when needed. Supports the onboarding and training of administrative staff.
• Relationship Management and Customer Service: Collaborates daily with Senior and Executive Leadership Team members, office staff, agency staff, and external customers. Serves as initial point of contact and ongoing regular interaction for internal and external stakeholders including district leadership, state agencies, members of the legislature, executive leadership teams, advisory committee members, parents, and the general public, and provides general support to visitors. Acts as a key member of internal committees to lead, bolster and support the development of culture and values within the office. Consistently provides timely, responsive, and courteous customer service to internal and external stakeholders.

Qualifications

• Education: Graduation from an accredited two-year college or university
• Experience: At least four (4) years of experience of progressively responsible administrative, executive support, project coordination, or operations experience
• Substitutions: Each additional year of related experience above the required minimum may substitute for education on a year-for-year basis.

Other Qualifications

• Share the belief that all Texas students can achieve at high levels and are able to succeed in college, career, or the military
• Experience supporting senior executives or executive leadership teams is preferred
• Experience at a school district, educational service center, and/or state agency is preferred
• Excellent professional written, verbal, and interpersonal communication skills reflecting a friendly and professional demeanor with a customer service-focused attitude
• Experience handling high-level administrative issues with a meticulous attention to detail, including the ability to carefully review and edit professional written work
• Knowledge and willingness to independently learn about standard office equipment and software, including an understanding of Microsoft Office applications (Word, PowerPoint, Excel, Outlook, SharePoint, OneDrive, and Teams), Adobe Acrobat, Smartsheet, and conferencing software (i.e. Zoom)
• Ability and interest in quickly learning additional agency-specific software programs and systems as needed
• Excellent organizational and project management skills with ability to manage multiple priorities and think proactively while under pressure
• Ability to prioritize and manage time to organize and complete multiple projects simultaneously and to meet deadlines
• Ability to foster effective working relationships with a variety of individuals and groups, internal and external to the Texas Education Agency
• Handle sensitive issues with discretion and maintain confidentiality
• Demonstrate a desire to self-reflect, give/receive feedback, and continuously improve

Benefits

TEA employees receive a comprehensive benefits package through the State of Texas and the Employee Retirement System of Texas (ERS), supporting health, financial security, and work-life balance.

• Retirement through ERS and employer-paid health insurance for eligible employees
• Optional dental, vision, and dependent coverage
• Paid state holidays, vacation leave, sick leave, and longevity pay
• Wellness programs, employee assistance programs, and professional development opportunities
• Eligibility for the federal Public Service Loan Forgiveness (PSLF) program

To learn more about benefits available to State of Texas employees, please review the State of Texas Employee Benefits brochure and visit the TEA Compensation and Benefits page.