Executive Assistant

About This Role

This Executive Assistant position provides complex administrative support to high-level leadership within the Texas Health and Human Services Commission (HHSC), specifically the Associate Commissioner, Director of Operations, and other State Office staff. The role involves managing communications, coordinating projects, preparing sensitive documents, and ensuring efficient administrative functions for the department.

Responsibilities

• Manage the day-to-day activity of the State Office mailbox, reviewing, evaluating, assigning, and tracking items, and preparing reports.
• Communicate regularly with State Office staff, Division staff, and Executive Leadership.
• Prepare travel arrangements for State Office staff, including hotel, car, and airline bookings, and reconcile travel card transactions.
• Accurately schedule and coordinate appointments with executive-level staff, program staff, coordinating departments, state and federal agencies, and external entities.
• Enter, route, and ensure the processing of requisitions for the department in accordance with agency protocols.
• Coordinate general office duties, records retention, and assist with planning and organizing events.
• Oversee, prepare, and edit reports, correspondence, memorandums, presentation materials, and other executive documents.

Requirements

• Five years of experience providing high-level administrative support to executive leadership
• Experience directly coordinating, tracking, and responding to executive assignments
• Experience developing processes and procedures for complex administrative organizations
• Knowledge of standard office practices and administrative procedures
• Skill in Microsoft Word, Excel, PowerPoint, Outlook, Visio and SharePoint
• Ability to communicate effectively with peers and leadership staff
• Ability to handle high-level administrative issues and manage multiple tasks

Qualifications

• Five years of experience in providing high-level administrative support to executive leadership, directly coordinating, tracking, and responding to executive assignments.

Nice to Have

• Knowledge of the CAPPS Financials purchasing and requisition process

Skills

* Required skills

Benefits