Executive Administrative Assistant

2 days ago

Austin, United States The Midtown Group Full time

Our client, a well-respected Texas State Agency, is seeking an Executive Administrative Assistant to join it's team for a 6 month contract within their Health Division.

With the Health Division, you'll be joining a passionate team of self-motivated change agents united by
our mission: driving to design the delivery of high-quality healthcare for nearly three-quarters of a million
active and retired Texas public educators. The healthcare industry is complex and we're a team of
problem-solvers who are up for the challenge. With a focus on innovation and collaboration to catalyze
the market, we spend nearly $4 billion annually on healthcare to make a difference in our members' lives.

Position Summary
The Health Benefits Executive Administrative Assistant is responsible for providing administrative support, including
event planning, calendar assistance, and clerical work. The employee will respond to both internal and
external correspondence and inquiries, maintain databases, policies, and procedures, and coordinate on
site events. This position will proactively work with Health staff, agency employees, and external vendors.

Key Accountabilities
Description
Calendar and Event Support
• Responds to scheduling requests for meetings with both internal
and external partners.
• Communicates quickly and professionally to all inquiries.
• Coordinates with conference spaces, IT, and facilities to ensure
the success of events.
• Prepare materials such as agendas, printed slide decks, and any
other physical materials required for events.
• Exercises independent decision making around prioritizing
meeting schedules when scheduling key meetings for the Health
Division.
• Organize internal Health Division meetings, like monthly birthday
events and quarterly division meetings % of Time Spent 40%

Administrative Support
• Coordinate and execute travel requests and expense reports for the
Health Division.
• Arrange schedules for traveling staff, including members of the
leadership team.
• Facilitate requisition requests for conferences, trainings, certification,
and other purchases as needed.
• Reconcile requisition requests monthly.
• Create and maintain internal processes and procedures.
• Manage permissions and site contents of Health Division
SharePoint.
• Help maintain calendar of events for Health Division. 40%

General Office Support
• Performs general office duties including ordering supplies, making
copies, faxing documents, and typing and processing forms,
correspondence and other documents.
• Maintains department office supplies and paper goods, including
letterhead, publication inserts and envelopes.
• Greets office visitors.
• Completes special projects as needed.
• Other duties as assigned. 20%

Knowledge, Skills, and Abilities
Knowledge of:
• General office practices and administrative procedures.
• Privacy laws and standards.
Skills in:
• Organizing and prioritizing work to manage a high-volume workload in a fast-paced environment
and in completing detailed work assignments while meeting daily deadlines.
• Time management around handling multiple tasks simultaneously with different levels of priority.
• Attention to detail to ensure accuracy in tasks such as high-level correspondence, scheduling,
and document preparation.
• Effective verbal and written communication
• Providing quality customer service.
Ability to:
• Independently work and manage schedule to effectively accomplish routine and special tasks
and projects.
Minimum Required Qualifications
Required Education
• Bachelor's degree in Business Administration or a related field.
Required Experience
• Three (3) years of full-time directly related progressively responsible administrative or general
office experience.
• Two (2) or more years of managing executive's calendars.
Required Registration, Certification, or Licensure
• None

Preferred Qualifications
• Experience working within or supporting finance or healthcare functions.
• Proficiency in Microsoft products like Outlook and Excel.
• Experience maintaining SharePoint site(s).

The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are a small, woman-owned business certified by the Women's Business Enterprise National Council (WBENC). Operating from our headquarters in Washington, DC, we provide trusted staffing services nationwide. Our clients include thousands of the most prestigious Fortune 500 companies, law firms, financial organizations, tech innovators, non-profits, and lobbying firms, as well as federal, state and local government agencies.

  • Executive Administrative Assistant

    3 weeks ago

    Austin, United States MLee Healthcare Staffing and Recruiting, Inc Full time

    We are seeking a highly skilled and organized Executive Administrative Assistant to support our CEO. The ideal candidate will possess exceptional organizational skills, the ability to manage multiple tasks simultaneously, and a keen attention to detail. We are considering candidates that have previous worked as a paralegal. Key Responsibilities: ...

  • Executive Administrator Cybersecurity

    2 weeks ago

    Austin, United States Visa Full time

    Job Description Visa Cybersecurity is seeking the right candidate to support certain teams within the organization as an Executive Administrator. This position will be responsible for a broad range of executive administrative support duties. The successful candidate must possess the ability to proactively engage with department members and support the...

  • Executive Assistant

    1 month ago

    Austin, United States May Industries Texas LLC Full time

    Role DescriptionThis is a full-time hybrid role for an Executive Assistant at May Industries Texas LLC located in Austin TX. Executive/ personal assistant to CEO with work ranging from real estate management, media curation to administrative work. The emphasis will be on administrative work, scheduling, real estate and tasks. Managing calendar from personal...

  • Executive Assistant

    1 month ago

    austin, United States May Industries Texas LLC Full time

    Role DescriptionThis is a full-time hybrid role for an Executive Assistant at May Industries Texas LLC located in Austin TX. Executive/ personal assistant to CEO with work ranging from real estate management, media curation to administrative work. The emphasis will be on administrative work, scheduling, real estate and tasks. Managing calendar from personal...

  • Executive Assistant

    1 month ago

    Austin, United States May Industries Texas LLC Full time

    Role DescriptionThis is a full-time hybrid role for an Executive Assistant at May Industries Texas LLC located in Austin TX. Executive/ personal assistant to CEO with work ranging from real estate management, media curation to administrative work. The emphasis will be on administrative work, scheduling, real estate and tasks. Managing calendar from personal...

  • Executive Administrator

    2 weeks ago

    Austin, United States Visa Full time

    Company Description Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure...

  • Executive Assistant

    1 month ago

    Austin, United States Federation of Italian American Organizations of Brooklyn Full time

    Executive Assistant - Human Resources DepartmentWe are seeking a dedicated Executive Assistant to join our team at the Federation of Italian American Organizations of Brooklyn. As the Executive Assistant in the Human Resources department, you will play a crucial role in supporting our HR team and ensuring the smooth operation of our department. Provide...

  • Executive Assistant

    2 days ago

    Austin, United States Mentra Full time

    At Mentra, we are committed to creating inclusive environments that celebrate neurodiversity and diverse thinking styles. We work closely with employers who value and embrace these unique perspectives, believing that neurodivergent individuals bring strengths and talents that drive innovation and success in the workplace.About the RoleWe are seeking a...

  • Executive Assistant

    1 month ago

    Austin, Texas, United States Zinda Law Group, PLLC Full time

    Job Title: Executive AssistantWe are seeking an experienced Executive Assistant to provide high-level administrative support to our executive team. The ideal candidate will have a strong background in executive support, excellent organizational skills, and the ability to maintain confidentiality.Key Responsibilities:Manage a diverse range of administrative...

  • Executive Assistant III

    2 months ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Executive Assistant III The Executive Assistant to the Director of Provider Finance (Executive Assistant III) performs highly advanced (senior-level) professional assistance work for the Director of Provider Finance. Work involves overseeing high-level administrative operations of the Provider Finance Department. The Executive Assistant...

  • Executive Assistant

    1 week ago

    Austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 week ago

    austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 month ago

    austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 month ago

    Austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 month ago

    Austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 month ago

    austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 week ago

    austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    1 week ago

    Austin, United States Zinda Law Group, PLLC Full time

    Zinda Law Group, a prestigious personal injury law firm is looking for an Executive Assistant to join our team.**This role is based in our Austin, TX office full-time**About Us: At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people's lives. What...

  • Executive Assistant

    2 weeks ago

    Austin, United States Excel Fitness Full time

    Position: Executive Assistant Reports to: Chief Executive Officers Department: Administrative Services Purpose: The Executive Administrative Assistant is responsible for providing a wide range of corporate and executive support for the Chief Executive Officer (CEO) and Chief Financial Officer (CFO). The ideal candidate will possess the ability to work...

  • Administrative Assistant

    3 weeks ago

    Austin, United States Inkspirenize Full time

    Job Title: Administrative AssistantJob Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to support our office and executive team. The successful candidate will manage administrative tasks, maintain office systems, and provide support to ensure the smooth operation of daily office activities. This role requires strong...