Executive Assistant

Texas Department of State Health Services; Austin (TX); On-site; USD 45,000 - 71,000; Full time

Job summary

Texas Department of State Health Services in Austin is seeking an Executive Assistant II to provide high-level administrative support to the TB Branch director. The role focuses on planning, developing, and maintaining efficient work systems, coordinating travel, and handling sensitive communications.

The position requires strong organizational skills, experience with Microsoft Office Suite, and the ability to work with minimal supervision while exercising initiative.

Qualifications

• Preference given to bachelor's degree. Education and experience may be substituted for one another on a year for year basis.
• Minimum three years’ experience with executive level coordination, written communications, scheduling meetings and managing calendars.
• Five years’ experience with Microsoft Suite products.

Responsibilities

• Evaluate and improve current operations; develop and implement procedures; maintain the Section's procedure manual and SharePoint filing system.
• Coordinate calendars, meetings, travel, and prepare materials; manage travel and expense reports; respond to routine and special correspondence.
• Assist with audits and grant program activities; track resources and status of programmatic activities.
• Represent the Section in work groups; coordinate retreats, trainings and conferences; keep leadership informed.

Skills

Executive coordination

Calendar management

Written communications

Multitasking

Customer service

Education

Bachelor's degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

SharePoint

Adobe

Teams

Job description

Date: Sep 10, 2026

Location: AUSTIN, TX

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). 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.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Functional Title

Executive Assistant

Job Title

Executive Assistant II

Agency

Dept of State Health Services

Department

TB Branch

Posting Number

21212

Closing Date

09/24/2026

Posting Audience

Internal and External

Occupational Category

Healthcare Support

Salary Range

$4,020.33 - $6,335.66

Pay Frequency

Monthly

Salary Group

TEXAS-B-19

Shift

Day

Additional Shift

Days (First)

Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location

Job Location City

AUSTIN

Job Location Address

201 W HOWARD LN STE 200

Other Locations

0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN

YNS

Brief Job Description

Under the general direction of the Tuberculosis (TB) and Hansen's Disease Section director performs highly complex duties for the TB and Hansen's Disease Section. Plan, develop, implement and maintain work systems to promote general programmatic efficiency and quality throughout the Section. Develop procedures necessary to maintain consistent business practices and daily operations. Perform responsible professional administrative and technical assistance work for the Section director. Coordinate completion of special assignments and responses to specific high-level requests. Facilitate or participate in work groups and coordinate functions in the Section. Work is performed with minimal supervision under the guidance of the Section director with considerable exercise of initiative and independent judgment.

Essential Job Functions (EJF)

• 20% Evaluate current operations to determine the need for improvements in work systems and procedures. Plan, develop and implement procedures to assist the Section in maintaining effective business practices and daily operations. Write new procedures, may revise current procedures and ensure the final product is approved and distributed. Develop and maintain the Section's procedure manual. Provide guidance to staff in implementing and integrating new methods and procedures. Assist directors, managers and staff with any HR policy questions. Review, and edit all incoming documents including correspondence for the Section director's signature to ensure accuracy, proper format, and adherence to policies and procedures. Review, design and maintain an organized system of saving documents in SharePoint.
• 20% Perform responsible professional technical assistance work for the Section director. Coordinate calendars, meetings, and conferences; develop presentation and handout materials; coordinate trip itineraries and travel for the Section director. Completes expense and mileage reports for the Section director. Consolidate and complete responses to routine and special correspondence dealing with sensitive and confidential issues. Consolidate responses to suspense items before submitting to Section director. Direct, and/or carry out special assignments and present updates to the Section director. Plan, implement, coordinate, and monitor responses to open records requests and/or grievances. Assist with or respond to high-level, time-sensitive requests and assignments from the Infectious Disease Prevention Division (IDP). May write correspondence for the signature of the Section director. Participate in completing monthly reports due to IDP.
• 20% Assist the Section director in coordinating an effective response to audits and operational plans including assuring that the requested information is complete and available, attending to auditor requests on a real time basis and assuring any follow-up is completed. Assist the Section director in tracking grant programmatic activities and associated resources. Maintain an inventory on the status of proposed programmatic activities.
• 15% Represent the Section director in work groups to address administrative issues within the Section. Seek resolution by identifying systematic or process protocol or by participating in the development and implementation of procedures. Coordinate and participate in work groups to execute plans for Section retreats, trainings and conferences. Keep directors in the Section informed of concerns and suggestions identified by the work groups.
• 20% Carefully review all IDP assignments, distribute to the appropriate manager and where needed, provide additional instructions to ensure directors and managers clearly understand assignments. Determine internal deadlines and review responses prior to submission to the Section director for final review and approval. Compile and/or complete final responses to suspense assignments from IDP within time frames following correct formats. Coordinate responses to routine suspense items such as Open Records Reporting, Management-to-Staff Matrix, Use of Extended Sick Leave, Travel Forecast, Quarterly Travel Report and Monthly Report.
• 5% Other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills And Abilities

• Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.
• Skill in the use and operation of personal computers and in using a variety of software applications and online meeting platforms (i.e., Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, TEAMS).
• Skill in both verbal and written communication; composing, proofing and editing memos, letters, and reports; and excellent interpersonal skills.
• Skill in organizing and tracking information and assignments.
• Ability to handle high-level administrative issues; manage multiple tasks; effectively prioritize work activities and work under pressure to accomplish assignments.
• Ability to implement administrative procedures and evaluate their effectiveness; analyze, interpret, and exercise sound judgement in a variety of situations; develop and maintain and monitor tracking systems; create and maintain filing systems.
• Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service.

Licensure

N/A

Initial Screening Criteria

Preference given to bachelor's degree from an accredited four-year college or university. Education and experience may be substituted for one another on a year for year basis.

Minimum three years’ experience with executive level coordination, written communications, scheduling meetings and managing calendars.

Five years’ experience with Microsoft Suite products.

Additional Information

This position is required to be on-site and to ensure business continuity, daily attendance is key.

To be considered for an interview, applicants must demonstrate a clear match to all initial criteria in the EMPLOYMENT HISTORY and SUMMARY OF EXPERIENCE SECTIONS of the application. Resumes will not be considered.

Active Duty, Military, Reservists, Guardsmen, And Veterans

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at [e-mail].

Salary Information, Pre-employment Checks, And Work Eligibility

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form

Nearest Major Market

Austin