Executive Assistant

Job Summary

Executive Assistant I to the Director V
- Superintendent at El Paso Psychiatric Center, Texas Health and Human Services Commission. Provides senior-level professional support, manages schedule, travel, communication, and administrative tasks, and assists with disaster response and COOP activities.

• Assist with the daily schedule of the Superintendent, coordinate and track executive assignments and activities.
• Make travel arrangements and handle reimbursement requests.
• Complete purchase requisitions and process related financial actions.
• Schedule meetings, training sessions, and conference calls; prepare materials and manage logistics.
• Answer telephone calls and email inquiries, screening requests to determine priority for Superintendent.
• Maintain electronic and hard copy filing, ensuring orderly record-keeping and easy retrieval.
• Log and track documents requiring the Superintendent’s signature, ensuring timely approvals.
• Participate in and support disaster response, recovery, or COOP activation, which may require alternate shift patterns or location changes.
• Provide backup administrative assistance to other executive staff as needed.
• Train new staff on HSCS policies and procedures related to the Superintendent’s office.

• Knowledge of agency administrative policies, procedures, and state records retention policies.
• Proficiency with Microsoft Office suite (Word, Outlook, Excel, Visio, PowerPoint).
• Strong office management, organization, time management, and planning skills.
• Ability to analyze complex problems, make decisions affecting administrative functions, and synthesize detailed information.
• Effective written and oral communication, including drafting correspondence and maintaining confidentiality.
• Ability to handle multiple projects with frequent deadlines, assign and delegate tasks, and coordinate work assignments.
• Proofreading and editing skills for grammatical accuracy.
• Adaptability to a fast-paced, dynamic work environment and independence in gathering and translating information.

• Minimum 5 years of high-level administrative support to executive leadership within the last ten years.
• Minimum 2 years experience developing processes and procedures for complex administrative organizations.
• Minimum 2 years experience creating travel arrangements and reimbursement.

Experience working for Texas Health and Human Services Commission (HHSC) is preferred.

• 100% paid employee health insurance for full-time eligible employees.
• Defined benefit pension plan.
• Generous time-off benefits.
• Opportunities for career advancement.

• All applicants must be at least 18 years of age;
  Waco and Terrell Center for Youth applicants must be 21.
• Must pass background checks, drug screening, and registry checks (including CANRS, Nurse Aid, etc.).
• Compliance with HHSC immunization policies and state hospital immunization procedures is required.
• Eligibility may require work outside regular business hours, overtime, or extended hours.
• Selective Service registration required for males aged 18-25.