Executive Assistant, Hybrid

Our client, a well-respected Texas State Agency, is seeking an Executive Assistant / Office Manager (Hybrid) that will be responsible for overseeing the work of the Health administration team and providing executive support to the Chief Health Care Officer and Chief of Staff for the Health Division.

The incumbent will monitor work of the Health administration team and coordinate their work activities to support other Health departments, execute high-level administrative operations, provide benefit program assistance, and assist in providing general office support to executives and division leadership.

This position will proactively work with the Chief Health Care Officer and division Chief of Staff, directors and managers, and agency employees.

WHAT YOU WILL DO : Administration and Oversight

• Supervises and evaluates the work of the Health administration team; participates in and provides significant input to regarding monitoring, evaluating, motivating, and rewarding staff.
• Monitors and documents performance of team members, providing consistent, regular, positive, and constructive feedback;

completes and reviews with team members their annual performance evaluation; and provides advice and guidance regarding goal setting, professional development, and growth potential.

• Monitors workflow and work processes and takes corrective actions as needed to ensure that all operations are covered, and that productivity and quality goals are met.
• Acts as Health Division main point-of-contact for coordinating work activities with other teams and departments.
• Ensures compliance with applicable state, agency, and department policies, procedures, rules, and regulations.
• Assists with the development of employee job standards and performance goals.
• Assists in the development of procedures to improve existing processes and implement new processes.
• Assess training needs of team members and coordinate or provide training, coaching, and professional development.
• Assists in budget preparation and management, including overseeing the preparation of expenditure requests for the purchase of office supplies, equipment, staff travel, and other purchases and services. Executive Support
• Manages an active calendar of appointments including but not limited to prioritizing meetings, appointments, and special events;

coordinating travel arrangements; confirming appointments and meetings; preparing agendas.

• Screens telephone calls and incoming mail and email, determines priority, and directs calls and mail that need immediate attention to the appropriate person as appropriate.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the division, including those of a sensitive or confidential nature.
• Monitors email for high-priority inquiries and requests with trackable due dates, responding as appropriate.
• Maintains and monitors a system of assignments and project due dates, and coordinates with managers and staff to ensure deadlines are met.
• Maintains and updates division organizational charts; tracks personnel changes, vacancies, reporting and budgeting information.
• Tracks and informs CHO and COS of employee recognition and staff performance evaluation due dates, merit raise eligibility, leave usage, and other human resource administration issues.
• Composes and prepares personnel actions and correspondence that are sometimes confidential.
• Compiles and performs detailed analysis of data and prepares periodic and ad hoc reports, including board reports and agenda items.
• Assists in the development of publication and distribution of high-profile reports; proofreads divisional correspondence, documents, reports, and TRS publications.

Administrative Operational Support

• Completes a broad variety of administrative tasks for the Chief Health Care Officer, division Chief of Staff, directors and managers in the Health Division.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Provides general office administrative support for the division.
• Participates on special projects and work groups as needed.
• Supports and coordinates annual records retention project and file management administration for the division.
• Assists the Health Division during periods of exceptionally heavy workloads.
• Assists with the setup of staff and vendors on division business platforms and maintains permissions as appropriate.
• Performs related work as assigned.

WHAT YOU WILL BRING : Required Education

• Associate's degree from an accredited college or university in business administration, communication or a closely related field.
• High school diploma or equivalent and additional full-time experience in administrative support or related experience may be substituted on an equivalent year for-year basis.

Required Experience

• Six (6) years of full-time directly related, progressively responsible experience in providing complex administrative support to senior management including drafting correspondence and other materials, scheduling and maintaining calendars or related experience.
• Two (2) years of experience coordinating, leading, or supervising the work of others, required.

Preferred Qualifications

• Bachelor's degree from an accredited college or university.
• Course work from an accredited college in Business Administration, Management or a related field.
• Experience with SharePoint
• Experience with a government entity.
• An in-depth knowledge of the business, policies, procedures, and personnel.
• Planning, organizing, and prioritizing work assignments to effectively meet frequent and / or multiple deadlines with a high degree of attention to detail and accuracy.
• Strong time-management, with the ability to work under pressure, and meet deadlines.
• Analyzing problems and devising effective solutions.
• Using a computer in a windows environment with spreadsheet, word processing, presentation, database, and other business software to prepare correspondence, spreadsheets, graphs, charts, and reports.
• Providing quality customer service.
• Effective written and verbal communications, including active listening and telephone communication skills; composing short, informational correspondence;

and editing and proofreading.

• Using a computer in a windows environment with spreadsheet, word processing, presentation, database, and other business software to prepare correspondence, spreadsheets, graphs, charts, and reports.
• Providing quality customer service.
• Effective written and verbal communications, including active listening and telephone communication skills; composing short, informational correspondence;

and editing and proofreading. Ability to

• Maintain confidentiality of sensitive information, and exercise discretion when handling confidential / sensitive information.
• Establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.
• Work effectively in a professional team environment.

The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.