Senior Executive Assistant
Job description
JOB OBJECTIVE: Performs advanced professional assistance work for the Deputy Executive Director within the Administration Division at the Texas Historical Commission (THC) and assists the Executive Assistant IV with specific duties. Work involves providing a wide variety of high-level administrative support, managing the day-to-day activities of the Deputy Executive Director, and supporting the Executive Assistant IV with Quarterly Commission meetings and other office duties. Work under limited supervision, with considerable latitude for the use of initiative and independent judgment.
ESSENTIAL DUTIES:
- Oversee and greet visitors, answer phone calls, take messages, for the THC main office.
- Communicate (verbally and in writing) with members of the public, stakeholders, legislative staff, agency staff and commissioners on behalf of executive director and deputy executive director.
- Schedule conference calls, and schedule meetings (in-person/virtual) for the Deputy Executive Director.
- Plan and coordinate special and administrative assignments and programs.
- Communicate (verbally and in writing) objectives, tasks, and decisions to staff on behalf of the Deputy Executive Director.
- Manage the Deputy Executive Director’s calendar, closely monitor deadlines and appointments, and advise the Deputy Executive Director of potential conflicts.
- Attend assigned Deputy Executive Director meetings to take minutes and distribute to attendees timely.
- Create infographics, draft memorandums, and manage budgets for Administration division projects or assignments.
- Foster positive interaction and influence with THC staff and advise them regarding protocol or agency related procedures.
- Assist Executive Director and Deputy Executive Director with duties as necessary during legislative sessions.
- Assist with communicating and promoting positive collaboration between division directors, staff, and executive office.
- Manage travel itineraries, coordinate travel, and complete expense reports for the Deputy Executive Director and the THC 15-member commission in a timely manner.
- Record THC quarterly meetings and prepare minutes for assigned committee (s).
- Assist in making local arrangements for quarterly meeting space and hotel for staff and commissioners.
- Assist with the preparation of quarterly meeting materials, including minutes, committee schedules, agendas and other materials requested.
- Assist with planning and implementing quarterly meetings and ensure local arrangements/accommodations are satisfactory and reserved in a timely manner.
- Assist Executive Assistant IV at the quarterly meeting by helping to coordinate presentations, distribute handouts, monitor and trouble shoot any issues, collect lunch funds, and set-up and take down as needed.
- Assist in responding to written and verbal requests for assistance including Open Records Request and Texas Register assignments.
- Assist the Executive Assistant IV with office and supply orders for the THC main office.
- Serve as back-up for the Executive Assistant IV and Communications.
- Observe rules of confidentiality regarding agency and personnel issues.
- Adhere to established work schedule with regular attendance.
- Follow all THC safety guidelines/procedures and ethics requirements.
NON-ESSENTIAL DUTIES:
- Perform other duties as assigned.
(The application must specifically state how each of the following qualifications are met):
- Graduation from an accredited four-year college or university with major coursework in business administration or related field (one year of relevant work experience related to the essential duties may substitute for one year of college);
- Minimum three years in office practices and administrative procedures providing executive level support;
- Experience with providing professional customer service and adherence to conventional etiquette both in-person and via telephone;
- Experience in technical program area and administrative management;
- Experience in writing meeting minutes;
- Experience developing PowerPoint presentations;
- Valid driver’s license, acceptable driving record and ability to drive a state vehicle; and
- Required to travel up to 10% of the work period.
PREFER:
- Graduation from an accredited four-year college or university with major coursework in business administration or related field;
- Experience with Public Information Act and/or Records Requests;
- Experience with the State of Texas Administrative Rules process;
- Experience with state administrative practices in Texas; and/or
- Experience working with a board, or commission.
- Knowledge of accepted business practices and procedures; of applicable rules, regulations, and policies; and of related legislative and legal practices and procedures;
- Effective verbal and written communication, human relations, and organizational skills;
- Knowledge of general office management, administrative, accounting, and clerical procedures;
- Skill in the use of general office machines;
- Skill in providing customer service excellence to both internal and external customers;
- Skill in operating a personal computer with word processing, database, and spreadsheet software;
- Ability to cultivate a positive working environment the commission;
- Ability to manage high-level administrative issues;
- Ability to communicate effectively and to manage high level administrative issues,
- Ability to analyze and solve work related problems;
- Ability to multitask and manage stressful situations;
- Ability to work in a setting requiring self-motivation/cooperative decision-making and to work effectively with diverse groups of people;
- Ability to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail;
- Ability to multi-task in a fast-paced environment;
- Ability to adapt successfully and quickly to change and deliver quality results in a timely manner;
- Ability to plan, organize and work independently, as well as within a team environment;
- Ability to exercise sound judgment and discretion; and
- Ability to maintain the highest level of confidentiality.
REGISTRATION, CERTIFICATION, OR LICENSURE:
Must have or obtain a valid Driver’s License and Defensive Driving Course to be able to operate state vehicles. Maintain Notary Public Commission
ENVIRONMENT/PHYSICAL CONDITIONS: This position is housed in a historic building close to the agency’s headquarters near the state capitol in Austin and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able to work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed.
REMARKS (Application procedures, Special requirements): State of Texas application must be submitted through the CAPPS website. Only applicants interviewed will be notified of their selection or non-selection. Resumes will NOT be accepted in place of a completed application.
For additional information regarding this posting, please visit https://www.thc.texas.gov/job-opportunities.
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