Overview
Administrative Assistant Jobs in Mahwah, NJ at Mibelle Group
Executive Admin Assistant I or II – (2501138)
Position Information
Looking forward to an exciting career with an organization that is filled with advancement opportunities, a creative & fun-filled work environment, and fulfilling responsibilities? Look no further!
The Texas Department of Transportation (TxDOT) is on the search for an Executive Administrative Assistant working with multiple senior executives on critical business assignments vital to the overall operations of TxDOT.
If you have an inordinate business acumen, a passion for engaging in fulfilling responsibilities, a professional work ethic, and the courage to excel, this is an opportunity for you.
TxDOT has over 13,000 employees statewide. If this job excites you and you want to build a rewarding career, let’s talk!
Work Location: The Greer Bldg. 125 E. 11th St., Austin, TX 78701
The Texas Department of Transportation reserves the sole right to determine the level of position based on the applicant’s work experience, education, skill level, and all other appropriate factors, and based on business needs.
Minimum Salary: 54,278.00 Maximum Salary: 80,000.00 Anticipated Starting Salary :Salary will be determined based on the job level, education, experience among other factors.
Pay Basis: Yearly FLSA Status: Nonexempt
Work Locations: Main Office-Greer Building 125 E 11TH STREET Austin 787012483
Travel: Yes, 10 % of the Time
Shift: Day Job Shift Details: Up to 40 hours/week
Location Flexibility: Onsite Location Flexibility Details: This job will require 100% on-site presence
Benefits and Perks
At TxDOT, we value work-life balance and are committed to providing our employees with a comprehensive range of benefits and programs, including:
Retirement Plans
Alternative and/or Flexible Work Schedules
Paid Leave and Holidays
Health Premiums paid at 100% for Full-Time Employees
On-the-Job Training
Tuition Assistance Program
Holistic Wellness Program with Leave Incentives
Career Development and Advancement Opportunities
Family-Friendly Policies and Programs
In 2024, TxDOT was recognized as a Best Place for Working Parents, and many of our offices statewide are also designated as Texas Mother-Friendly Worksites. These recognitions reflect our dedication to supporting families and promoting a healthy work-life balance.
For a complete list of our total compensation package please visit our website at: Total Compensation Package
To view benefits available to all State of Texas employees visit: Benefits at a Glance (ERS.texas.gov)
Position Description
Performs professional assistance work in support of one or more members of the Texas Department of Transportation’s (TxDOT) Executive Management Team, reports directly to the Chief of Staff. Work requires extensive contact with high-level managers, executives, officials, and private entities. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence.
Essential Duties:
Executive Admin Assistant I
Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant
Anticipates and prepares information for meetings; makes travel arrangements; completes travel expense accounts/vouchers.
Greets and assists visitors.
Ensures requests for action or information are relayed to the appropriate staff member; interprets requests and helps resolve problems or implement action.
Maintains executive’s appointment calendar, schedules /coordinates meetings and appointments; schedules/sets appointments for performance evaluations; arranges for directors to represent the Department at annual conferences.
Receives, sorts, opens, evaluates content, and distributes mail.
Reviews materials prepared for the executive’s signature for accuracy, format, and grammar.
Routes items and assigns due dates for their response; maintains suspense log, tracks progress of activities, and coordinates work to meet due dates.
Serves as liaison between the executive’s office, other departmental personnel, and the public.
Performs other job responsibilities as assigned.
Executive Admin Assistant II
Performs the above as well as:
Oversees the scheduling of phone coverage by administrative staff during holidays.
Assists and advises districts and divisions on matters relating to the assigned functions of the Executive.
Checks on the status of district/division/office projects and writes brief summary reports.
Drafts correspondence requiring some understanding of technical matters.
Instructs employees on personnel and clerical policies and procedures.
Minimum Qualifications:
Executive Admin Assistant I
Education: High School Graduate or Equivalent in Business or related discipline.
Experience: 5 years of administrative support experience. (Experience can be satisfied by full-time or prorated part-time equivalent). An associate degree may be substituted for 2 years of experience, and a Bachelor’s degree or higher may be substituted for 3 years of experience. Substitutions for Minimum Qualifications
Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle.
Executive Admin Assistant II
Education: High School Graduate or Equivalent in Business or related discipline.
Experience: 6 years of administrative support experience. (Experience can be satisfied by full-time or prorated part-time equivalent). An associate degree may be substituted for 2 years of experience, and a Bachelor’s degree or higher may be substituted for 3 years of experience. Substitutions for Minimum Qualifications
Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle.
Competencies:
Executive Admin Assistant I & II
Working within established timelines and meeting deadlines
Public relations for maintaining effective working relationships with individuals and groups, both internal and external
Monitoring the status and progress of projects
Administrative support practices and procedures to include writing, editing, and report writing techniques, recording meeting notes, record keeping and records management
Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency
Prioritizing and organizing work assignments
Office support procedures, including proper business telephone etiquette, internal communication strategies, and using basic office equipment
Recording notes at meetings
Using computers, applicable programs, applications, and systems
Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision
Physical Requirements and Working Conditions:
Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools
Sitting – prolonged periods of time
Standing-prolonged periods of time
Repetitive Motion- substantial movements of the wrists, hands, and/or fingers
Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading
Conditions of Employment:
Please click this link to read the standard conditions of employment for all positions: Standard Conditions of Employment (TxDOT)
Job: Exec/Admin/Clerical/Legal
Schedule: Full-time
Employee Status: Regular
Job Type: Standard
Job Level: Non-Management
Job Posting: Apr 28, 2025, 10:19:31 AM Unposting Date: May 12, 2025, 11:59:00 PM
State Job Title/s: Executive Assistant III, Executive Assistant IV State Job Code/s: 0164, 0166
Military Occupational Specialty (MOS)
TxDOT is committed to hiring veterans. To assist in determining whether your military experience may pertain to the minimum requirements for this position, Military Occupational Specialty (MOS) codes from each branch of the U.S. Armed Forces have been assigned to each state classification code/title where applicable. The MOS codes are grouped by occupational category.
To view the MOS codes please click on link below and click on the appropriate occupational category.
https://hr.sao.texas.gov/CompensationSystem/JobDescriptions
Applicant Information
The Texas Department of Transportation is an Equal Opportunity Employer.
If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Action of 1990.
Please click this link to read the information for applicants: Additional Applicant InformationShow more
Title: Administrative Assistant
Company: Mibelle Group
Location: Mahwah, NJ
