Overview
Executive/Admin Assistant Jobs in Sunrise, FL at Amex
Date: Mar 21, 2025
Location: AUSTIN, TX
Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.
Functional Title: Executive Assistant
Job Title: Executive Assistant II
Agency: Health & Human Services Comm
Department: Purchasing – Consolidated 2
Posting Number: 4299
Closing Date: 04/04/2025
Posting Audience: Internal and External
Occupational Category: Business and Financial Operations
Salary Group: TEXAS-B-19
Salary Range: $4,020.33 – $5,107.09
Shift: Day
Additional Shift: Days (First)
Telework:
Travel:
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 1100 W 49TH ST (DHSB)
Other Locations:
MOS Codes:
0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,8A300,AZ,LS,LSS,MC,PERS,PS
RP,SN,YN,YNS
Job Description
The Executive Assistant II is selected by and reports directly to the Deputy Associate Commissioners (DACs) for Procurement and Contracting Services (PCS). The Executive Assistant performs highly advanced professional and confidential administrative assistance and works under limited supervision with latitude for the use of initiative and independent judgment. Duties include:
Provides complex professional administrative functions and serves as a liaison with other senior management staff;
Interacts daily with other executive offices to coordinate assignments;
Develops and coordinates the implementation of administrative projects/initiatives assigned by the DACs or other executive staff;
Develops and manages documents and filing systems; and
Performs other duties as assigned or required to maintain efficient and accurate office operations.
Essential Job Functions:
EJF 1. Provides timely professional administrative functions for the DACs. Interacts daily with other executive offices to coordinate assignments. May direct the flow of assignments, requests, and critical information to the appropriate staff and program area. Reviews, edits, and finalizes documents (letters, briefing papers, memos, etc.) ensuring that the documents adhere to established HHSC guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, and reports utilizing a variety of software applications (e.g., Microsoft Office, Visio, MS Project, PowerPoint, Publisher, Excel, and Access). 20%
EJF 2. On a timely basis, accurately schedules and coordinates appointments with executive level staff, program staff, coordinating departments, state and federal agencies, and external entities requesting appointments. Schedules meetings for PCS staff. May develop and prepare meeting agendas, attend meetings, and record and transcribe meeting minutes as needed and within agreed upon deadlines. May involve a variety of special duties or tasks. 20%
EJF 3. Develops and coordinates the implementation of administrative projects/initiatives assigned by the DACs or executive staff. Develops a plan and strategy for gathering input from key staff regarding an approach to address a problem/issue. Implements and completes projects and work in a timely fashion. Serves on administrative workgroups as assigned. Compiles division management reports and reviews for content, formatting, and accuracy. 20%
EJF 4. Maintains daily office organization. Implements document management, including technical planning and/or overseeing the development of reports and documents. Reviews, edits, routes, and files documents. Develops and maintains filing system in accordance with agency retention policies. Provides updates to the retention schedule annually, as needed. Establishes and implements a tracking system to ensure timely completion of assignments. 20%
EJF 5. Coordinates with other executive assistants in monitoring the PCS office. Greets visitors, answers and screens phone calls, takes messages, and sets up conferences. May assist other executive assistants with building assignments, maintaining all office supplies, and perform other duties as assigned. Serves as back-up for mail handling. 10%
EJF 6. Makes appropriate travel arrangements for PCS staff that includes hotel, car rentals, and airline arrangements, as well as ensures that travel information has been provided to the PCS staff. Serves as primary travel card holder and ensures reconciliation, which requires agency travel training. 10%
Registrations, Licensure Requirements or Certifications:
None
Knowledge Skills Abilities:
Knowledge of State of Texas policies and procedures.
Knowledge of executive office operations.
Skill in developing, writing and editing documents.
Skill in review of detailed documents.
Skill in organization and prioritization.
Skill in analyzing and evaluating complex administrative issues.
Skill in the use of computer and related equipment, including the use of Microsoft Office Suite, specifically Outlook, or equivalent to include word processing, spreadsheet, database, or presentation software programs.
Ability to develop creative and workable solutions to complex problems and issues.
Ability to communicate effectively both orally and in writing.
Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Initial Screening Criteria:
At least five years of experience in advanced, executive level administrative support work. Experience in responding to inquiries from internal and external stakeholders, and Executive Management.
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Active Duty, Military, Reservists, Guardsmen, and Veterans:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor’s Office – Job Descriptions.
ADA Accommodations:
In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Pre-Employment Checks and Work Eligibility:
Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
Telework Disclaimer:
This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Nearest Major Market: Austin
Title: Executive/Admin Assistant
Company: Amex
Location: Sunrise, FL
