Executive Assistant III

Brief Job Description: 

Performs advanced (senior-level) professional assistance work for an executive or multiple executives involving coordinating high-level administrative operations of an agency, division, or department. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. 

Essential Job Functions (EJFs): 

Coordinates calendars, and meetings; develops trip itineraries and presentation and handout materials; coordinates travel for an executive(s).  

• Serves as the first line assistant for a varying array of needs for department Directors.   

• Completes special assignments by participating in stakeholder and other meetings as special project or division representative. 

• Participates in various meetings on behalf of the department. 

• Coordinates and facilitates meetings with internal and external stakeholders.  

• Coordinates all travel itineraries for leadership. 

• Provides primary support and coordinates activities for the Commissioner and/or executive team to include scheduling, travel arrangements, preparation of travel vouchers, and processing of expenses 

• Manages the Commissioner’s and/or executive team's daily calendar and schedules meetings with executive staff and external entities. 

• Assists in coordinating and tracking executive assignments and activities; makes travel arrangements; 

Completes expense and mileage reports for an executive(s). 

• Serves as the subject matter expert for department for any staff that need to travel or use the eTravel system, including any leadership members. 

• Enters and submits all travel claims for the department leadership in the eTravel system, which includes all incurred expenses from said trips as well as any mileage incurred. 

Prepares and/or proofs for accuracy various documents, including correspondence, memos, meeting notices and agendas, charts, presentation slides, handouts, forms, and spreadsheets. 

• Prepares, reviews and approves for processing all program action memos and job audits for department.  

• Oversees and assists by providing research, preparing briefing, reports, presentations, project documentation and other information required to assure project success  

• Works in partnership with leadership to determine scope, timelines and content of materials.  

• Maintains and updates the department’s organizational chart quarterly. 

• Coordinates, acquires, transcribes, or composes various executive assignments and information for Commissioner’s and/or executive team's attention and signature.  

Greets visitors, answers and screens phone calls, takes messages, and sets up conference calls for an executive(s).  

• Represents leadership as the coordinator of reports, project support coordination, and ensuring compliance with program, agency, and state requirements in partnership with directors, managers, team leads, partner agencies, and external stakeholders.  

• Serves as the first line of contact for staff, internal stakeholders, other programs, and external stakeholders who have general inquiries regarding department operations as needed. 

• Interacts routinely with the Commissioner, Deputy Commissioner, Assistant Deputy Commissioner and other members of the DFPS Executive Team; legislative and Governor’s Office staff; executive level staff from private agencies and other state agencies; representatives from various federal agencies; and the general public.   

• Maintains and updates the calendar for leadership. 

• Answers Executive Suite phone lines. 

• Sets meetings and conference calls for many members of leadership.  

Provides input into developing and revising administrative policies, procedures, standards, and methods, and provides guidance and interpretation on policies and procedures.  

• Participates in weekly divisional meetings to document progress of activities/strategies for the department.   

• Analyzes program processes and/or policies to provide input and assists with alignment of those strategies as requested.  

• Ensures all reasonable accommodation requests and ergonomic assessments follow federal/state requirements. 

• Coordinates with Civil Rights to ensure all accessibility items/hardware are purchased in a timely manner.   

• Meets short deadlines and ensures sensitive information is held in strict confidence 

Communicates objectives, tasks, and decisions to staff on behalf of an executive(s). 

• Assists with the planning and facilitation of approved projects within department which are employee led initiatives aimed at improving morale and retention. 

• Disseminates all necessary information to affected staff in a timely manner.    

• Responds to sensitive issues, concerns and questions raised by the public providers, other agencies and internal staff. Answers inquiries from staff, the general public, or others regarding meetings.  

• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.   

May advise and assist an executive on high-level administrative matters and operations. 

• Manages tracking and coordinating with program support to ensure all staff have adequate work accommodations.  

• Maintains accurate files, statistics and legislative analysis for the Executives. 

• Collects executive and legislative reports and communication for department.  

• Any other duties as assigned/requested by leadership. 

• Coordinates with other support staff in the executive suite and develops standards and methods to ensure coverage for and general support to executive staff in this location.  

Revise administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.  

• Assists leadership staff members in editing and revising policy and procedures housed on the SafetyNet or otherwise.     

Assist an executive(s) with general human resource management actions and budget preparation. 

• Serves as the point of contact for program budget requests and inquires for department, when necessary. 

• Reviews and approves all purchasing with division funds, cost pool purchasing, and PPE purchasing for department to include operations and policy & performance management.   

• Assists with the hiring of staff and serves as the facilitator and tracker of all associated skills tests for program administrators as needed.   

• Reviews position control elements to ensure accuracy of FTEs.  

• Coordinates and facilitates all shipping and receiving of goods, including state issued assets, for all satellite and partner offices. 

• Maintains the supply closet and inventory of all goods at headquarters.  

• Receives, validates, and approves program orders and communicates with accounts payable/receivable to ensure all purchase orders are paid timely.  

May oversee and supervise the work of others.  

Performs related work as assigned 

Knowledge, Skills, and Abilities (KSAs): 

• Ability to maintain the security and integrity of the infrastructure per Governor Abbott Executive Order GA-48.  

• Knowledge of accepted business practices and procedures.  

• Knowledge of applicable rules, regulations, and policies.  

• Knowledge of related legislative and legal practices and procedures. 

• Knowledge of agency programs, organization, policies, and procedures.  

• Knowledge of state agencies and organization.  

• Skill in the use of standard office equipment and software. 

• Skill in administrative management and organization.  

• Skill in public relations.  

• Skill in effective verbal and written communication.  

• Skill in proofreading.  

• Skill in organization. 

• Ability to handle high-level administrative issues.  

• Ability to analyze and solve work-related problems.  

• Ability to communicate effectively.  

• Ability to provide guidance to others. 

• Ability to oversee and to supervise the work of others. 

• Ability to plan.  

• Ability to interpret and re-write complex written material.  

• Ability to handle highly confidential documents and information.  

• Ability to manage multiple tasks and meet deadlines.  

• Ability to establish and maintain effective working relationships.   

Registrations, Licensure Requirements or Certifications: 

N/A 

Initial Screening Criteria: 

• Bachelor’s degree OR at least five years of progressively responsible administrative/executive support experience. 

• Demonstrated experience supporting senior leadership (director level or higher) in a government, corporate, or large nonprofit environment. 

• Experience with Microsoft Office 365 (Outlook, Word, Excel, Teams, PowerPoint, SharePoint) and experience managing complex calendars, travel, and expense processes - this experience must be within the last ten years. 

Additional Information: 

N/A