Executive Assistant I

Texas.gov - State of Texas Official Website; Austin (TX); On-site; USD 41,000 - 60,000; Full time

Benefits offered by this job

100% paid health insurance

Defined benefit pension

Generous time off

Career advancement opportunities

Job summary

Health & Human Services Commission (HHSC) is seeking an Executive Assistant I to provide high-level administrative support to the Director at the Austin location. The role requires coordinating complex calendars, travel, and confidential documents while handling multiple priorities with discretion.

You will support meetings, prepare materials, and maintain organized records, contributing to efficient office operations and agency initiatives.

Qualifications

• Five years of experience providing high-level administrative support to executive leadership.
• Experience coordinating, tracking, and responding to executive assignments.
• Experience developing processes and procedures.
• HHSC experience preferred.

Responsibilities

• Attends work regularly and may work specific or rotating shifts, overtime as needed.
• Provides executive-level administrative assistance to the Director and manages the Director's calendar in Microsoft Outlook.
• Coordinates internal and external appointments, meetings, and travel logistics for the Director.
• Manages action items, documents requiring signature, and confidential materials.
• Prepares travel arrangements and maintains related records and reimbursements.
• Provides backup administrative support and assists in policy/procedure training and meetings.
• Performs additional duties to support disaster response, COOP, or other agency needs.

Skills

Calendar management

Executive communication

Time/records management

MS Office suite

Proofreading/editing

Organizational planning

Tools

Microsoft Office

Outlook

Visio

PowerPoint

Job description

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title

Functional Title: Executive Assistant I

Job Title

Job Title: Executive Assistant I

Agency

Agency: Health & Human Services Comm

Department

Department: General Administration

Posting Number

Posting Number: 22072

Closing Date

Closing Date: 11/09/2026

Posting Audience

Posting Audience: Internal and External

Occupational Category

Occupational Category: Office and Administrative Support

Salary Range

Salary Range: $3,700.00 - $5,372.41

Pay Frequency

Pay Frequency: Monthly

Salary Group

Salary Group: TEXAS-B-17

Shift

Shift: Day

Additional Shift

Additional Shift:
Telework: Not Eligible for Telework

Travel

Travel: Up to 5%

Regular/Temporary

Regular/Temporary: Regular

Full Time/Part Time

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location

Facility Location: Austin State Supported Living Center

Job Location City

Job Location City: AUSTIN

Job Location Address

Job Location Address: 2203 W 35TH ST

Other Locations

Other Locations:
MOS Codes: 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

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.

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

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.
• Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Director. Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings, making travel arrangements and reimbursement requests. Prepares handouts and other materials necessary for assigned meetings
• Manages action items for the Director to ensure timely approval of contracts, reports, correspondence, and HR related documents. Logs and tracks all documents that require the Director's signature. Assists in the coordination and tracking of various administrative assignments and/or activities within the SSLC. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents. Process all documents in a timely, efficient, and confidential manner.
• Prepares and coordinates all travel arrangements for the Director, and others as assigned, through the department's e-Travel system. Enssures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial. Includes offering technical advice and assistance to division personnel in administrative policy and procedure matters. Purchasing for SSLC using CAPPs financial system, approved vendors, and within all policies related to state of Texas purchasing.
• Provides backup administrative assistance to other executive staff and employees within the office, as needed. Participates as a member of the support staff team, assisting other executives. 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.
• Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response 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 (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.

Registrations, Licensure Requirements or Certifications

N/A

Initial Screening Criteria

• Five years of experience in providing high-level administrative support to executive-level leadership.
• Experience coordinating, tracking, and responding to executive assignments.
• Experience developing processes and procedures.
• HHSC experience preferred.

Additional Information

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 to fill this position. For more information please see the Texas State Auditor's Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.