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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 organization's administrative functions and acts as an administrative liaison across various programs and operations.

Primary duties include orchestrating activities and projects across departments and divisions within the organization on behalf of the COO.

The Executive Assistant also aids 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 amidst shifting priorities.

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

Essential Job Functions:
(35%) Reviews and manages incoming correspondence, oversees document control systems, and determines appropriate assignments for distribution. Handles outgoing communications. Develops and drafts office correspondence, reports, and memorandums, utilizing independent judgment to ensure timely and professional responses.

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

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

(10%) Assists with the flow of organizational processes and related responsibilities, ensuring adherence to agency guidelines. Develops or modifies existing operational policies, procedures, goals, and objectives. Reviews and assesses new or enhanced business and management practices. Supports COO-directed projects and initiatives.

(5%) Gathers and analyzes data in areas such as workload, operational efficiency, business practices, staff utilization, organizational structure, and space management.

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, document conversion to PDF, SharePoint, and Outlook.

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

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

Accept assignments from others and maintain effective working relationships;

Work independently and perform detailed tasks;

Organize workloads, set priorities, meet deadlines, and manage diverse responsibilities;

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

Engage with the public;

Manage travel arrangements.