Executive Assistant

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 III

Agency: Health & Human Services Comm

Department: CHIEF OF STAFF

Posting Number: 20030

Closing Date: 08/26/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $4,523.16 - $5,888.50

Pay Frequency: Monthly

Salary Group: TEXAS-B-21

Shift: Day

Additional Shift:

Telework: Not Eligible for Telework

Travel: Up to 5%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 4601 W GUADALUPE ST

Other Locations:

MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN

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Brief Job Description:

The executive assistant reports to the chief of staff and provides advanced administrative, technical, and operational support to the executive staff within the Office of the Executive Commissioner. The position serves as a shared administrative resource that supports executive correspondence, office operations, executive scheduling, travel, records management, meeting coordination, and special projects.

Essential Job Functions (EJFs):

Duties include receiving and facilitating communications for the Office of the Executive Commissioner. Communications may include interactions by phone and email with government officials, various community organizations, stakeholders, staff, and constituents. Responsibilities include communicating effectively, accurately assessing, routing, and tracking inquiries to the appropriate program area or staff, and creating and assigning requests through the correspondence tracking system. The position also escorts outside visitors to and from meetings with staff within the Office of Executive Commissioner. (20%)

Provides advanced administrative and technical support to Office of Executive Commissioner staff, including assisting with organizing documents for the correspondence tracking system, coordinating incoming and outgoing mail, and preparing and compiling information for agendas, correspondence packets, and other materials for executive staff. Performs general office functions, including completing work orders, initiating, processing, and tracking purchase requisitions and purchase orders through the Centralized Accounting and Payroll/Personnel System (CAPPS) Financials, processing and verifying invoices, maintaining records and office repositories for executive correspondence, and assisting with high priority projects. (30%)

Assists Office of the Executive Commissioner staff with daily office operations, including coordinating executive calendars, scheduling meetings and reserving conference rooms, arranging travel and preparing itineraries, compiling meeting materials and coordinating office activities and communications. Assists with tracking, reviewing, and editing complex documents and distributing confidential and high-level information. (30%)

Performs other duties as assigned, including providing administrative support during high volume correspondence periods, assisting with Office of the Executive Commissioner initiatives, special projects, and operational priorities, cross-training to support executive office functions and serving as reinforcement for administrative and technical duties that are necessary to ensure the efficient operation of the Office of the Executive Commissioner. (20%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Health and Human Services' programs, policies, and procedures.
• Texas HHSC Executive Writing Reference Guide.
• Associated Press style.
• HHSC Office of the Executive Commissioner policies and procedures.
• Principles and practices of office management, business administration, human resource administration, budget preparation, or quality assurance systems.

Skill in:

• Microsoft Office Suite products including Excel, Visio, PowerPoint and advanced Word.
• Adobe Acrobat.
• Building and maintaining SharePoint sites and pages to include document storage and sharing.
• Critical thinking with the ability to research and present findings.
• Communicating clearly and concisely, both verbally and in writing.
• Detail orientation with the skill to communicate large amounts of complex information.

Ability to:

• Exercise initiative and discretion.
• Develop and maintain strong professional working relationships.
• Work under limited supervision and exercise good judgment.
• Maintain and meet timelines and deadlines and adapt to technical and policy development.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Minimum three (3) years' experience with executive level coordination, written communications, scheduling meetings and managing calendars.
• Experience with an HHS agency or other large government agency is preferred but not required.

Additional Information:

This position is required to report to the North Austin Complex.

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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 Auditors 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.