Executive Assistant (Executive Assistant I)
Job #: 2022-99
- TWC Job #: 15301543
- Opening Date: 5/20/2022
- Travel Required: NA
- Monthly Salary: $4166.67- $4333.34/mo
- Position Location: Austin, Texas
- Group Step: B17
- Class: 0160
Veterans, Reservists or members of the Guard can compare this position to Military Occupations (MOS) at the Texas State Auditor's Office.
Omission of data on the state application is grounds for disqualification of the application.
Only interviewed applicants will receive notice of the final disposition of the selection process.
OOG employees applying for a position in the same pay group, if selected, will be laterally transferred with a maximum increase in salary of 3.4%.
- Defined Retirement Benefit Plan.
- Optional 401(k) and 457 accounts.
- Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. State pays 50% of the eligible part-time employee’s premium and 25% for eligible dependents.
- Optional Benefits such as dental, vision, and life insurance.
- 8 hours sick leave per month and 8 hours vacation leave per month with potential to earn more with longevity. Part-time employee’s hours are proportional with no longevity.
- Telework Program – telework opportunities are available upon request. Reliable internet is required. Alternate work schedules and telework may be discussed with the hiring manager during the interview process.
The Executive Assistant works within the Office of the Governor (OOG), Executive Office, and reports to the Deputy Chief of Staff. Performs complex (journey-level) professional assistance work, including coordination of calendars and meetings. Works in a fast-paced and demanding business environment. Maintains strict confidentiality and works within tight deadlines with competing priorities. Works within assigned timelines, demonstrating independence in functioning, interpersonal effectiveness, teamwork, and the ability to manage and maintain well-organized functions and details in all areas as assigned. May be on-call responsive to emergencies and business peaks, including during legislative sessions, special sessions, evenings, weekends and holidays as required. Assists in cross training other OOG staff assigned to perform back-up duties. Maintains strict confidentiality where required. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.
- Receives and promptly fields internal and external telephone inquiries. Makes logical and timely caller and visitor referrals.
- Independently and correctly prioritizes calls and emerging issues to determine when prompt, higher-level OOG follow-up action may be required. Demonstrates a sense of urgency and commitment in handling all caller and visitor inquiries.
- Effectively plans, coordinates and performs executive assistant office management, professional and administrative duties, including oral and written communication, scheduling, telephone communication, mail sorting and distribution, developing, updating, writing, editing and recommending office policies, procedures and systems.
- Reviews and accurately summarizes miscellaneous data, reports and documents. Prepares and organizes background documents.
- Researches, analyzes and leads routine administrative and special projects as assigned.
- Reviews and evaluates mail and customer requests or inquiries to identify items requiring priority attention or handling by Chief of Staff or executive team or senior staff.
- Timely reviews, reconciles and processes payment of invoices and approved purchase orders.
- Maintains well-organized and accurate records and electronic files.
- Independently and timely responds to letters and general correspondence of a routine nature, as authorized.
- Ensures internal review, approvals and authorization for all sensitive information prior to release.
- May assist with Power Point presentations.
- Effectively makes, coordinates and maintains appointments, schedules and calendars.
- Takes and conveys clear, accurate and concise messages.
- Demonstrates sustained knowledge of OOG issues and press releases and matters of public interest.
- Conducts basic Internet research to assist OOG staff, customers and visitors.
- Coordinates and processes travel related forms and documents.
- Serves as the Additional Duty Safety Officer.
- Maintains reception area visitor logs.
- Handles sensitive and confidential situations accordingly.
- Maintains regular work schedule.
- Performs all other related duties as assigned.
- Graduation from an accredited four-year college or university with a degree in business administration, government, public administration or related field; and
- One (1) year of experience in an administrative program area or administration management.
Note: Experience and education may be substituted for one another on a year-for-year basis.
- Demonstrated experience in properly handling confidential information.
- Must be extremely attentive to detail, exhibit initiative and independent judgment and have excellent organizational skills.
- Knowledge of the Office of the Governor organizational structure and key personnel.
Knowledge, Skills, and Abilities Requirements
- Thorough knowledge of multi-line phone system procedures.
- Knowledge of office practices and procedures.
- Knowledge of personal computers and software applications.
- Skill in communicating with constituents via telephone and in person.
- Skill in customer service.
- Skill in record keeping and maintenance.
- Skill in organization.
- Skill in written and verbal communication.
- Ability to discern customer needs and assist accordingly.
- Ability to consistently exercise tact and courtesy.
- Ability to communicate effectively.
- Ability to handle multiple tasks simultaneously.
- Ability to identify problems, evaluate alternatives, and implement effective solutions.
- Ability to interpret complex rules, regulations, policies and procedures.
- Ability to implement administrative procedures.
- Ability to exercise initiative and creativity.
- Ability to handle high level administrative issues.
- Ability to maintain effective working relationships within and outside the agency.
Registration, Certification or Licensure
Valid Texas Driver’s License.
Physical Requirements and/or Working Conditions
This classification functions in a standard office environment. Ability to move up to 20 Ibs. Ability to drive and travel as needed. Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, etc. Must be able to communicate and exchange accurate information via phone, computer and in person. Must be able to observe and evaluate data in a variety of formats, including hard copy, electronic and media formats. Must be able to work hours during a legislative session that include holidays and as needed.
How to Apply
Applications are received only through Work In Texas. The OOG requires all sections of the state application to be completed. Omission of data on the state application is grounds for disqualification of the application. Requests for accommodation should be made to the Human Resources office as early as possible in the application/employment process.
Equal Opportunity Employer
The Office of the Governor is an Equal Opportunity Employer. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Office of the Governor participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Male candidates between 18 and 25 years of age are required to show proof of Selective Service registration (or exemption) prior to an offer of employment being extended. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office. For additional information pertaining to Selective Service registration, you may visit www.sss.gov. View a copy of the Agency's Equal Employment Opportunity Utilization Report.
Notice to Applicants Who May Require Reasonable Accommodation in the Interview Process
Applicants with disabilities who may need to discuss special accommodations during the interview process should email the OOG’s Reasonable Accommodation Program Manager or call 512-463-5873 in the Human Resources Department. If reasonably possible, please call at least 48 hours in advance to afford our representative and the hiring division sufficient time to properly review and coordinate your request.
Contact Human Resources