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Executive Assistant IV
3 months ago
Executive Assistant IV
Serves as Executive Assistant to the Deputy Executive Commissioner and provides highly advanced administrative and verbal communication to and from the Deputy Executive Commissioner office with all levels of staff within the agency and HHSC executive offices, external entities, including offices of elected officials, other state and federal governmental agencies, clients and client advocacy groups, and a diverse group of stakeholders. The Executive Assistant is responsible for coordinating and overseeing high-level administrative and executive operations of the office of the Deputy Executive Commissioner and performs coordination and liaison functions for a wide range of memorandums and activities. This position coordinates and tracks executive assignments and activities and research, prepares and presents a broad variety of complex reports, correspondence, presentations. The Executive Assistant may assist with general human resource management’s actions and also oversee the administrative assistant team. The Executive Assistant manages and/or coordinates special projects on behalf of the Deputy Executive Commissioners' office, makes travel arrangements, schedules meetings with internal and external entities, answers telephones and responds to inquiries, and works on special assignments. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy.
Coordinates and oversees high-level administrative and executive operations of the office of the Deputy Executive Commissioner and performs coordination and liaison functions for a wide range of projects and activities. 30%
Coordinates and tracks executive assignments and activities and research, prepares and presents a broad variety of complex reports, expense report, mileage reports, correspondence, presentations, and other documents. 20%
Communicates agency objectives, tasks, and decisions to staff on behalf of the Deputy Executive Commissioner office. Responsible for maintaining the overall Standard operating procedure manual for all job classifications. Will work with internal communications on messaging, presentations, staff notifications on behalf of the Deputy Executive Commissioner. In an Executive Assistant capacity, advise executives on administrative policies and procedures, providing expert recommendations and insights to support executive decision-making. Responsible for notifying internal program areas of approvals or denials of any memorandums, reports, state plans and work to resolve and resubmit for approval. 20%
Manages and/or coordinates special projects on behalf of the Deputy Executive Commissioners' office, makes travel arrangements, schedules meetings with internal and external entities, answers telephones and responds to inquiries, and works on special assignments. 20%
Assists with general human resource management and oversee the administrative assistant team. Performs related work as assigned, covering any additional tasks or responsibilities that may arise but are not specifically listed in the job description. 10%
Knowledge Skills Abilities:
Knowledge of accepted business practices and procedures; of applicable rules, regulations, and policies; and of related legislative and legal practices and procedures.
Skill in the use of standard office equipment and software.
Ability to handle high-level administrative issues, to analyze and solve work-related problems, to communicate effectively, and to assign and/or supervise the work of others.
