Quality, Compliance, and Performance Improvement 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: Quality, Compliance, and Performance Improvement Executive Assistant

Job Title: Executive Assistant II

Agency: Health & Human Services Comm

Department: BH QUALITY MANAGEMENT

Posting Number: 20913

Closing Date: 10/03/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $4,020.33 - $6,250.00

Pay Frequency: Monthly

Salary Group: TEXAS-B-19

Shift: Day

Additional Shift:

Telework: Eligible for Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 701 W 51ST 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

YNS

The Executive Assistant performs highly advanced professional support work for the Quality, Compliance, and Performance Improvement (QCPI) area, coordinating a wide range of administrative activities to ensure efficient daily operations. This role oversees high-level administrative functions for the agency, division, or department and serves as a key point of contact for internal staff and external partners. The candidate will direct report to the Staff Services Officer (SSO) for the Quality, Compliance, and Performance Improvement (QCPI) department located in the BHS Division in the Behavioral Health, Disability & Aging Services (BHDAS) with the Health and Human Services Commission (HHSC). The Executive Assistant works under limited supervision with significant latitude for initiative and independent judgment.

Key responsibilities include recruitment assistance, coordinating critical file maintenance, supporting records management, and overseeing the preparation, editing, formatting, and distribution of reports and documents. The role coordinates conference or meeting room bookings for staff, manages complex scheduling, and resolves conflicts to ensure efficiency. The Executive Assistant distributes materials for meetings, manages meeting logistics, schedules appointments, arranges travel, and provides post-meeting follow-up. This position gathers, analyzes, and synthesizes information for reports, presentations, and executive briefings, while also tracking progress on assigned tasks, ensuring deadlines are met, and providing status updates to the leadership.

Additional duties include coordinating special projects and initiatives, or independently managing projects, events, and initiatives on behalf of the executive or leadership team. This position oversees office supply inventory, procurement, and requisition processes, and assist in drafting internal announcements, newsletters, and coordinating staff engagement activities. This role supports event planning and logistics for internal and external events, conferences, and workshops, including coordinating venues, materials, catering, and travel arrangements.

The Executive Assistant maintains logs of staff-required training and certifications, prepares reports, manuals, notices, and meeting agendas, and may assist with general human resources actions and budget preparation. Additionally, the position serves as the secondary contact for office building coordination, liaising with building officials and ensuring compliance with facility protocols. The Executive Assistant also handles attendance reports as needed. This position functions as a point of contact for travel activities, processes travel requisitions, and problem solves travel issues.

Performs related duties as assigned.

Essential Job Functions (EJFs):

• Executive Calendar, Meeting, and Travel Coordination: Manages complex calendars, schedules meetings and conferences, resolves scheduling conflicts, and ensures all logistics for meetings and events are handled efficiently. Develops detailed trip itineraries, coordinates all travel activities, processes travel requisitions, and problem solves travel issues. (25%)
• Document and Presentation Preparation: Prepares, edits, proofs for accuracy, and formats complex correspondence, reports, charts, presentations, spreadsheets, memos, and other materials for internal and external use. Oversees the compilation of materials for meetings, including notices, agendas, and follow-up documentation. (15%)
• Administrative and Operational Support: Develops, reviews, and communicates administrative and operational policies, procedures, standards, and methods. Evaluates current administrative practices and provides input on improvements. May assist in budget preparation and oversee office supply inventory and procurement processes. (15%)
• Project and Program Coordination: Coordinates and tracks progress on assigned tasks, projects, and special initiatives on behalf of the executive or leadership team. Plans and manages administrative assignments, monitors deadlines, and provides status updates. (15%)
• Internal Communication and Stakeholder Liaison: Communicates objectives, tasks, and decisions to staff on behalf of QCPI leadership. Coordinates with internal units, external stakeholders, and building officials for office operations, meeting logistics, and facilities management. Manages phone calls, messages, and conference calls. (10%)
• Human Resources and Staff Support: May assist recruitment assistance and general human resources management actions, such as tracking required training certifications and supporting staff engagement activities. Communicating and coordinating with job applicants and scheduling interview meetings. (10%)
• Event Planning and Logistics: May assist with coordinating logistics for internal and external events, workshops, and conferences, including venue arrangements, materials preparation, catering, and attendee travel coordination. Performs related work as assigned. (10%)

Knowledge, Skills and Abilities:

• Knowledge of office management principles, practices and standard administrative procedures.
• Knowledge of state and federal government offices and legislative protocols.
• Knowledge of a correspondence tracking system and procedures.
• Skill in time management and planning, prioritizing and organizing multiple projects to meet deadlines.
• Skill in using Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.) and the Internet.
• Skill in using office machines and equipment.
• Skill in developing and maintaining filing systems.
• Ability to communicate effectively with a variety of individual including legislators, department staff, stakeholders and the general public (exceptional customer service skills).
• Ability to handle high-level administrative issues and assignments from multiple staff.
• Ability to prepare, proof, and edit complex correspondence, technical reports, draft letters and memos independently.
• Ability to appropriately handle confidential and sensitive issues and materials.
• Ability to work under pressure to meet short deadlines.
• Ability to willingly assume new and challenging assignments.
• Ability to exhibit initiative, dependability, resourcefulness, flexibility, creativeness and independent thought.
• Ability to work and communicate effectively with a variety of individuals and the public in a clear and courteous manner requiring attention to details.
• Ability to handle difficult situations.
• Ability to develop, review, and communicate administrative policies, procedures, standards and methods.
• Experience in planning, scheduling, coordinating meetings and appointments for or with executives, elected officials, board members or other governmental agencies on behalf of an agency executive.

Registrations, Licensure Requirements or Certifications:

N/A

Intial Screening Criteria:

An associate or bachelor's degree from a community college, U.S. accredited college or university with specializationin public administration, health services, business administration, human services, or related areas is preferred butnot required. The candidate must have a high school diploma or General Education Development (GED) and aminimum of 3 years' experience providing executive level support in a government agency at the county, state, or federal level.

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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.