Executive Assistant I

Brief Job Description

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.

Essential Job Functions

• Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
• Provides executive-level administrative assistance to the Director. Evaluates requests and inquiries to determine which are priority matters and alert the Director accordingly. Prepares advance daily meeting materials keeps files organized for ready retrieval. Maintains electronic and hard copy filing and record-keeping systems. Ensures the effective management of the Director’s schedule. Monitors and maintains the Director’s calendar in Microsoft Outlook. Ensures the calendar is updated and identifies potential scheduling conflicts. Interacts frequently via telephone, email, and TEAMs with employees. Interacts regularly with employees in the agency’s administrative and division offices.
• Covers for the Director as needed and assists other executive staff and employees within the office. Trains and counsels new staff on policies associated with the Director’s office and HHSC/HSCS procedures. Attends a limited number of meetings and provides written meeting minutes/summary to attendees.

Knowledge, Skills and Abilities (KSAs)

• 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.
• Skill in responsible office management.
• Skill 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.