Executive Assistant (Hybrid)

$44,000 - $70,000/Yr

Unclassified - Austin, TX

Full-time - Entry Level

Remote - Austin, TX

About the position

The Executive Assistant II at the Texas Workforce Commission provides advanced professional assistance to the Deputy Division Director for Board Support & Agency Administered Programs and the Deputy Division Director for Employer Outreach. This role is critical in ensuring the smooth operation of high-level administrative functions within the agency. The ideal candidate is a self-starter with exceptional communication skills, capable of thriving in a fast-paced environment. The position requires a detail-oriented and organized individual who can manage multiple tasks effectively while providing support to executive-level staff. The Executive Assistant II works under limited supervision, exercising considerable initiative and independent judgment in their duties. In this role, the Executive Assistant II will be responsible for overseeing high-level administrative operations, which include managing calendars, scheduling meetings, and making travel arrangements. The position also involves preparing and editing complex correspondence, memos, charts, presentations, and spreadsheets. The Executive Assistant will develop trip itineraries and presentation materials, coordinate air and ground travel, and communicate objectives and decisions to staff on behalf of the executives. Additionally, the role may involve supervising the work of others and providing guidance as needed. The Executive Assistant II is expected to evaluate administrative practices and programs, providing input into the development and revision of policies and procedures. This position plays a vital role in planning administrative assignments and preparing reports, correspondence, studies, forms, manuals, and publications. The successful candidate will demonstrate initiative, critical analysis, and the ability to work in a fast-paced environment with a focus on performance excellence and continuous improvement.

Responsibilities

• Coordinate calendars, meetings, and conferences.
• Develop trip itineraries and presentation materials.
• Coordinate air and ground travel.
• Prepare and edit complex correspondence, memos, charts, presentations, and spreadsheets.
• Develop, review, and communicate administrative policies, procedures, standards, and methods.
• Evaluate administrative practices and programs and provide input into developing and revising policies, procedures, standards, and methods.
• Plan administrative assignments, programs, and other administrative matters within a division, department, or agency.
• Plan and prepare reports, correspondence, studies, forms, manuals, and publications.
• Review administrative practices and programs and assist in formulating policies as appropriate.
• Prepare notices or agendas for meetings and hearings.
• Answer and screen phone calls, take messages, and set up conference calls for an executive.
• Assist in planning or preparing reports, correspondence, studies, forms, manuals, and publications.
• Communicate objectives, tasks, and decisions to staff on behalf of an executive.
• May assist the executive with general human resource management actions.
• May assist in budget preparation.
• May supervise the work of others.
• Perform related work as assigned.

Requirements

• Graduation from an accredited high school or successful completion of GED certification.
• Six years of full-time experience in a responsible position providing thorough knowledge of agency programs and services, business management practices, clerical administration and procedures, or experience in organizing and coordinating support services or program operations.
• Fifteen semester hours of accredited college work may be substituted for each six months of experience.

Nice-to-haves

• Ability to work in a fast-paced environment with an emphasis on performance excellence and continuous improvement.
• Demonstrated initiative and independent judgment, with critical analysis.
• Multitasking, attention to detail, and accuracy are required.
• Proficient user of personal computer and software applications such as Microsoft Office.
• Excellent interpersonal communication skills.
• Excellent writing and editing skills.
• Excellent organizational, planning, and problem-solving skills.
• Project management skills are an added plus.

Benefits

• Competitive starting salary: $4,963.84-$5,250.00/month
• Defined Retirement Benefit Plan
• Optional 401(k) and 457 accounts
• Medical Insurance
• Paid time off, including time for vacation, sick and family care leave