Infectious Disease Prevention Executive Assistant

About the role

The Executive Assistant (EA) position offers a dynamic opportunity to support the Deputy Commissioner (DC) and Associate Deputy Commissioner (ADC) for the Infectious Disease Prevention (IDP) Division. This position encompasses a broad scope, including key areas HIV/STD, Tuberculosis (TB), and the Immunization Section, making it a critical part of Division’s leadership team.

Responsibilities

• Maintains calendars for the Deputy Commissioner (DC) and the Associate Deputy Commissioner’s (ADC).
• Schedules and coordinates for both calendars by making daily, weekly and monthly adjustments and works with counterparts to ensure there are no double-bookings and meetings accommodate executive leadership schedules.
• Prepares meeting materials, agendas, binders and reports using Microsoft Word, Forms, Excel, Visio, PowerPoint, and SharePoint to ensure meeting preparedness.
• Sets up and coordinates travel for the DC and ADC as needed and provides adequate coordination for such events.
• Prepares organizational charts and phone lists monthly to ensure accurate information is reported internally.
• Affords the point of contact for all requests coming through to the division and is responsible for submitting IT requests, facilities requests, badge and phone requests, yearly calendar and conference room reservation requests on behalf of the division.
• Coordinates division events requested by the DC and ADC.
• Coordinates, monitors, and tracks all division assignments, legislative reports, and memoranda needing DC and ADC approval to ensure timely completion.
• Maintains a comprehensive electronic and paper files/records system.

Requirements

• Experience with Microsoft Office Suite is required.
• High-school diploma required.
• Experience scheduling, coordinating meetings, and managing daily calendars for executives is required.
• Experience with senior level administrative support or office management is preferred.
• Experience with records management is preferred.

Qualifications

• N/A

Skills

• Knowledge of office practices and procedures.
• Knowledge of DSHS and HHSC policies and procedures for travel.
• Knowledge of records management development and coordination.
• Knowledge of Open Records process and procedures.
• Skilled in the use of computers and programs such as Microsoft Outlook, Word, Excel, PowerPoint, Visio and/or SharePoint.
• Skilled in working in an office supporting several staff members.
• Skilled in scheduling and coordinating meetings.
• Skilled in developing and maintaining filing and record keeping systems.
• Skilled in calendar management.
• Skilled in effectively organizing, tracking, and developing written and electronic documents.

Benefits

• To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Pay

$4,020.33 - $5,178.00 per month

Schedule

Day Shift