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Functional Title: Executive Assistant Job Title: Executive Assistant I Agency: Health & Human Services Comm Department: General Admin Posting Number: 23128 Closing Date: 11/20/2026 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $3,700.00 - $5,372.41 Pay Frequency: Monthly Salary Group: TEXAS-B-17 Shift: Day
Additional Shift:
Telework: Not Eligible for Telework Travel: Up to 10% Regular/Temporary: Regular Full Time/Part Time: Full time FLSA Exempt/Non-Exempt: Nonexempt Facility Location: Terrell State Hospital Job Location City: TERRELL Job Location Address: 1200 E BRIN Other Locations: Terrell 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
Brief Job Description:
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, two youth residential treatment facilities, and thirteen state supported living centers. 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 Director V- Superintendent, the Executive Assistant performs highly complex (senior-level) professional assistance and support work. The Executive Assistant is responsible for assisting with the daily schedule of the Superintendent, coordinating and tracking executive assignments and activities, making travel arrangements, completing purchase requisitions, scheduling meetings and trainings, answering the telephone, responding to inquiries, and performing other duties as assigned by the Superintendent. 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 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 demands and 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 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.
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 Superintendent. Evaluates requests and inquiries to determine which are priority matters and alert the Superintendent 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 Superintendent’s schedule. Monitors and maintains the Superintendent’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
Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Superintendent. Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings, making travel arrangements and reimbursement requests. Prepares handouts and other materials necessary for assigned meetings
Manages action items for the Superintendent to ensure timely approval of contracts, reports, correspondence, and HR related documents. Logs and tracks all documents that require the Superintendent’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.
Prepares and coordinates all travel arrangements for the Superintendent 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 SH using CAPPs financial system, approved vendors, and within all policies related to state of Texas purchasing.
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 Superintendent’s office and HHSC/HSCS procedures. Attends a limited number of meetings and provides written recap to attendees.
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.
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 for grammatical content.
Ability to keep the Superintendent 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:
None
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.
Two (2) years’ experience creating travel arrangements and reimbursement.
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 and Terrell 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.