Executive Assistant; Austin

Who We Are

Texas Workforce Commission connects people with careers across the state. While we are based in Austin on the north lawn of the Texas State Capitol, we have offices statewide. We're a Family Friendly Certified Workplace with competitive salaries, extensive opportunities for training and development, and fantastic benefits. This position is located at 1411 Brazos Street, Austin, Texas in the UI and Regulation Division.

TWC is not considering applications from individuals who require sponsorship for an employment visa, including those currently on student or postgraduate visas. You must be a Texas resident to work for the Texas Workforce Commission or willing to relocate to Texas.

The Unemployment Insurance (UI) department is looking for an Executive Assistant II. The ideal candidate will have good organizational skills, strong attention to detail and the ability to handle multiple priorities while meeting strict deadlines.

This posting is for an Executive Assistant II, which performs advanced (senior-level) professional assistance work for an executive. Work involves overseeing high-level administrative operations of a division. May supervise the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

• Provide highly responsible administrative and technical assistance to the Division Director (DD).
• Manage the DD's schedule and assist with three department directors’ schedules, including coordinating with other assistants to schedule meetings/calls, sending calendar appointment invitations, and blocking out time slots for projects/tasks.
• Enter purchase requisitions as needed for supplies, training, and other items for the DD’s office.
• Handle, prepare, verify, process and maintain confidential communications, information, documents, reports and forms.
• Manage records of time and leave for the DD’s direct reports, and under delegation, approve timesheets.
• Prepare the DD’s travel arrangements, complete request and reimbursement forms, and strictly adhere to travel requirements.
• Review the DD's e-mail, receive telephone calls for the DD, and take appropriate action on the DD's behalf, including responding to inquiries regarding program processes and requirements.
• Assist with human resource activities, including tracking deadlines and calendaring reminders, organizing and auditing division-level personnel files, and maintaining confidentiality.
• Develop and maintain distribution and tracking procedures for the division on agency-wide assignments, special projects, action plans, and legislative inquiries to ensure that deadlines are met.
• Coordinate work between departments and management.
• Develop and oversee administrative procedures.
• Organize and maintain divisional digital and paper administrative filing systems.
• Monitor DD’s office supply levels.
• Review and edit correspondence/documents with proper business form.
• Perform other duties as assigned.

• Six years of full-time experience in a responsible position which provided thorough knowledge of agency programs and services; business management practices, clerical administration, and procedures; or experience in organizing and coordinating support services or program operations which included analyzing work problems and interpreting complex policies and procedures.
• Relevant academic credits may be applied toward experience qualifications for this position.

• Strong organizational, planning, and problem‑solving skills in a fast‑paced environment.
• Proven ability to coordinate executive calendars, meetings, and conferences with attention to detail.
• Proficient in the use of technology, including web application software using standard browsers and Microsoft Office Suite (Word, PowerPoint, Excel and Outlook, Teams).
• Knowledge of standard business practices, applicable rules and regulations.
• Ability to solve problems, make decisions quickly and communicate effectively.
• A positive attitude and professional demeanor to support colleagues in achieving division goals.
• Ability to work both independently and engage in a…