- Company Name
- Texas Health and Human Services
- Job Title
- Executive Assistant I
- Job Description
-
**Job Title:** Executive Assistant I
**Role Summary:**
Provide executive support to the Superintendent and Assistant Superintendent of a state hospital. Manage calendars, communications, and administrative processes with discretion and confidentiality. Serve as liaison between leadership, staff, and external stakeholders, ensuring timely completion of tasks and adherence to policies.
**Expectations:**
* Maintain reliable attendance, flexible to shift changes, overtime, and occasional travel (≤10%).
* Operate independently with moderate latitude for initiative while following agency policies.
* Exhibit professionalism, confidentiality, and cultural sensitivity in all interactions.
**Key Responsibilities:**
* Manage executive calendars, schedule meetings, and coordinate travel and logistics.
* Screen phone calls, greet visitors, and direct inquiries to appropriate parties.
* Act as liaison, conveying instructions, updates, and commitments between leadership and staff.
* Prepare agendas, meeting minutes, and related documents.
* Assist in policy review, program coordination, and administrative decision‑making.
* Process open records requests, subpoenas, and other legal correspondence.
* Oversee daily office operations: phone triage, message distribution, supply ordering, IT/telecom coordination, and office maintenance.
* Prepare and submit purchase requisitions; track expenditures.
* Draft and edit correspondence, reports, manuals, and publications on behalf of executives.
**Required Skills:**
* Advanced calendar and scheduling management.
* Strong written and verbal communication.
* Discretion and confidentiality handling sensitive information.
* Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Ability to multitask, prioritize, and meet deadlines.
* Problem‑solving and decision‑making within established guidelines.
* Interpersonal skills to work with diverse teams and external partners.
**Required Education & Certifications:**
* Bachelor’s degree in Business Administration, Communications, or related field preferred.
* Equivalent combination of education and experience may be considered.
* No mandatory certifications required, but knowledge of government administrative procedures and records management is advantageous.