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Executive Assistant to the COO

2 months ago

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

Executive Assistant to the Chief Operating Officer/Management Analyst III:

Under the supervision of the Chief Operating Officer (COO), the Executive Assistant delivers high-level professional, technical, and administrative support.

This position encompasses significant responsibilities pertaining to the agency's administrative functions and acts as an administrative liaison across various programs and operations within the HHS System.

Key duties involve coordinating activities and projects across agencies and divisions on behalf of the COO.

The Executive Assistant also provides support to division deputy executive commissioners and their teams on initiatives overseen by the Office of the COO.

This role necessitates the preparation of notices, correspondence, and reports, along with prioritizing tasks, adhering to deadlines, and managing multiple assignments amid shifting priorities.

The Executive Assistant operates with minimal oversight, exercising considerable initiative and independent judgment.

Essential Job Functions:
(35%) Reviews and processes incoming mail and correspondence, oversees document and correspondence control systems, and determines appropriate assignments for dissemination. Manages outgoing mail. Develops and prepares office correspondence, reports, and memorandums, utilizing independent judgment to coordinate timely and professional responses for information.

(30%) Provides advanced professional assistance to the COO. Communicates administrative matters to agency executives, management, and staff. Responsible for the development and management of daily administrative operations within the Office of the COO, including managing purchase orders and requisitions.

(20%) Ensures continuity of operations by coordinating meetings, tracking calendars, and monitoring commitments, deadlines, and assignments for the COO. Acts as the coordination point for administrative and executive assignments for the COO, including scheduling meetings and managing agenda items.

(10%) Assists with the flow of HHS System processes and related duties, ensuring adherence to agency guidelines. Develops or modifies existing operational program policies, procedures, goals, and objectives. Reviews and evaluates new or improved business and management practices. Supports COO-directed projects and initiatives.

(5%) Collects and analyzes data in areas such as workload, operational, business, and managerial practices; staff utilization; organizational structure and development; and space utilization.

Knowledge Skills

Abilities:

Knowledge of:
Standard office practices and procedures;

Health and human services programs.

Skills:
Preparing plans and reports;

Critical thinking and problem-solving.

Productivity tools:
MS Office Suite, converting documents to PDF, SharePoint, and Outlook.

Abilities:
Direct, plan, organize and coordinate work of others;

Communicate effectively, both orally and in writing, and to compose and produce executive-level correspondence and other documents while managing high-level administrative issues;

Accept assignments from others and maintain effective working relationships;

Work independently and perform detailed work;

Organize workloads, set priorities, meet deadlines, and manage a variety of responsibilities;

Maintain confidentiality, exercise tact and courtesy, and uphold professionalism;

Engage with the public;

Manage travel arrangements.