Executive Assistant

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 nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The 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.

Executive Assistant I

Health & Human Services Comm

General Admin

14437

03/17/2026

Internal and External

Office and Administrative Support

$3,581.33-$5,372.41

Monthly

TEXAS-B-17

Day

Not Eligible for Telework

Up to 5%

Regular

Full time

Nonexempt

Vernon State Hospital

VERNON

4730 COLLEGE DR

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 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…