Executive Assistant I

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 I 
Job Title: Executive Assistant I 
Agency: Health & Human Services Comm 
Department: Hospitals Section 
Posting Number: 11131 
Closing Date: 01/09/2026 
Posting Audience: Internal and External 
Occupational Category: Business and Financial Operations 
Salary Group: TEXAS-B-17 
Salary Range: $3,581.33 - $5,372.41 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
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: 909 W 45TH ST BLDG 552 
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 
 
 

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, one youth residential treatment facilities, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Under the direction of the Associate Commissioner for Texas State Hospital, the Executive Assistant performs highly complex (senior-level) professional assistance and support work. The Executive Assistant is responsible for assistance with the daily schedule of the Associate Commissioner, coordinating and tracking executive assignments and activities, making travel arrangements, completing purchase requisitions, scheduling meetings and trainings, responding to inquiries, and performing other duties as assigned by the Associate Commissioner. The Executive Assistant position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant position requires excellent writing and verbal communication skills, the ability to manage and maintain confidential information, and the ability to work effectively with agency executives, stakeholders, and citizens. The Executive Assistant must be able to handle the demands of a fast-paced office with constantly changing priorities. Position works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Performs other duties as assigned. Other duties as assigned include actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Provides executive-level administrative assistance to the Associate Commissioner, evaluates requests and inquiries to determine which are priority matters and alert the Associate Commissioner accordingly. Prepares advance daily meeting materials and keeps files organized for ready retrieval. Maintains electronic and hard copy filing and record-keeping systems. Ensures effective management of the Associate Commissioner’s schedule. Monitors and maintains the Associate Commissioner’s calendar in Microsoft Outlook. Ensures the calendar is updated and identifies potential scheduling conflicts. Interacts frequently via telephone, email, and TEAMs with employees. Interacts regularly with employees in the agency’s administrative and division offices. 40%

Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Associate Commissioner. Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings, making travel arrangements and reimbursement requests. Primary coordinator of Governing Body meetings, produces minutes, communicates information to all members as required. Prepares handouts and other materials necessary for assigned meetings. 20%

Manages action items for the Associate Commissioner to ensure timely approval of contracts, reports, correspondence, and HR related documents. Logs and tracks all documents that require the Associate Commissioner’s signature. Assists in the coordination and tracking of various administrative assignments and/or activities within the hospital. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents. Process all documents in a timely, efficient, and confidential manner. 15%

Prepares and coordinates all travel arrangements for the Associate Commissioner through the department’s e-Travel system. Assures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial. Includes offering technical advice and assistance to division personnel in administrative policy and procedure matters. Purchasing for Texas State Hospital Central Office using CAPPs financial system, approved vendors, and within all policies related to state of Texas purchasing. 10%

Provides backup administrative assistance to other executive staff and employees within the office, as needed. Participates as a member of the support staff team, assisting other executives. Trains and council new staff on policies associated with the Associate Commissioners office and HHSC/HSCS procedures. Attends a limited number of meetings and provides written recap to attendees. 10%

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs):

Knowledge of agency administrative policies and procedures.

Knowledge of Microsoft Office products: Microsoft Word, Outlook, Excel, Visio, PowerPoint, etc.

Knowledge of state records retention policies and procedures.

Knowledge of the State of Texas e-Travel booking and reimbursement system. Knowledge of HHSC system.

Skills in responsible office management.

Skills in organizing, time management, and planning.

Skill in developing goals and objectives; problem-solving techniques, and development of procedures to monitor and evaluate progress.

Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions.

Ability to communicate effectively with diverse staff (orally and in writing) and with the general public.

Ability to work effectively with agency personnel and the public.

Ability to work independently and gather information from a variety of sources and synthesize and translate detailed information into simpler terms.

Ability to work on multiple projects with frequent deadlines.

Ability to assign, delegate, and coordinate work assignments of others.

Ability to proofread and edit grammatical content.

Ability to keep the Associate Commissioner organized and informed of deadlines, commitments, and decisions that need to be made.

Ability to establish and maintain effective, positive working relationships with supervisors and co-workers, maintaining confidentiality as required.

Ability to adapt to a fast-paced dynamic work environment.

Registrations, Licensure Requirements or Certifications:

Valid Texas driver’s license in good standing

Initial Screening Criteria:

Minimum of five years of experience providing high-level administrative support to executive leadership. This experience must be within the last ten years.

Two (2) years’ experience developing processes and procedures for complex administrative organizations.

Experience may run concurrently.

HHSC experience preferred.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 Auditor's 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.