Chief of Staff Executive Assistant

$48,244 - $68,250/Yr

Department Of State Health Services - Austin, TX

Full-time - Executive

Austin, TX

Nursing and Residential Care Facilities

About the position

The Chief of Staff Executive Assistant provides high-level administrative support to the Chief of Staff Division leaders at the Department of State Health Services. This role is essential for ensuring smooth operations within the division, managing schedules, coordinating meetings, and assisting with travel arrangements. The position requires a high degree of professionalism, independence, and the ability to adapt to changing priorities while maintaining confidentiality and discretion.

Responsibilities

• Manages calendars for division leaders, answers calls, and coordinates and schedules meetings and/or conference calls, both virtually and in-person.
• Prepares and coordinates travel arrangements for division staff through the agency's travel system.
• Assists with division purchasing activities and maintains documentation for purchases.
• Provides backup assistance to the DSHS Commissioner and/or Deputy Commissioner's Executive Assistant as requested.
• Organizes and prepares for meetings, including preparing daily meeting materials in advance, keeping files organized, preparing handouts and other materials, and attending to logistics of meetings.
• Evaluates and determines priority matters and alerts appropriate division leader.
• Manages action items for division leaders to ensure timely approval of contracts, reports, correspondence, etc.
• Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail and other administrative documents.
• Assists the Staff Services Officer with tracking division purchasing activities, manages requests/deliveries, and maintains support files for purchases.
• Serves as the Records Retention Coordinator and Open Records Coordinator for the Division.

Requirements

• Minimum of 5 years of work experience providing support to a senior level or C-suite/C-level executive.
• Minimum of 5 years of work experience using Microsoft Outlook to manage calendars and schedules.
• Experience making travel arrangements and obtaining travel reimbursements.
• Experience purchasing supplies, goods, and/or services.
• Experience (intermediate or advanced level) with Microsoft Word, Excel, and PowerPoint.

Nice-to-haves

• Experience with Visio and SharePoint.
• Problem-solving and conflict resolution skills.

Benefits

• Competitive salary based on qualifications and program budget.
• Flexible working hours during peak workloads and legislative sessions.