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Our mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success.
Seeking an experienced Senior Executive Assistant to join as a key member of the ERS team, as part of the Executive Office, performing highly advanced professional administrative work. Works under the direct supervision of the Executive Director and Deputy Executive Director with extensive latitude for the use of initiative and independent judgment in carrying out delegated responsibilities. Serves as a liaison for senior management teams; organizes and coordinates schedules, executive outreach and external relations efforts; and oversees special projects. Works independently on projects, from conception to completion. Work requires constant contact with the ERS Executive team and frequent contact with the public, including key executives and state officials.
Essential Functions
- Provides high level administrative support for the operations of the Executive Office:
- Performs and oversees a broad variety of administrative tasks for members of the executive team including the Executive Director (ED), and Deputy Executive Director (DED).
- Maintains and manages an active calendar of appointments for the ED and DED and assists with monitoring the Special Projects and Policy Advisor’s calendar.
- Manages and coordinate calendars, meetings, and other activities with other governmental agencies, executives, and organizations on behalf of the Executive Office.
- Coordinates travel arrangements, plans, itineraries, agendas, and travel communication for executive office team members. Processes travel vouchers and registrations for conference presentations, meetings, and trainings, etc.
- Coordinates responses and gathers information from Divisions involved in human resources and salary related issues needing the Executive Director or Deputy Executive Director’s review and approval.
- Performs administrative tasks for the executive team including managing requisitions, completing expense reports; composing and preparing correspondence that is sometimes confidential; maintaining subscriptions and membership renewals, creating and maintaining files; coordinating meetings; opening and distributing incoming mail, preparing mail-outs, processing outgoing mail; answering phone calls and greeting executive office visitors.
- Provides assistance to the Director of Governmental Relations and Special Projects during the interim and legislative sessions, including preparing and compiling collateral material and scheduling internal meetings to develop legislative testimony.
- Provides administrative support in preparation of Group Benefits Advisory Committee meetings.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive office, including those of a sensitive or confidential nature, including all member letters sent to the Executive Director. Determines appropriate course of action, referral, or response.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- May assist the Board Secretary with Board meeting preparation, reserving and preparing meeting rooms.
- May assist Board members with planning and coordinating meetings, travel arrangements and reimbursements as needed.
- Assists with developing, updating and maintaining the Executive Division website on the agency intranet.
- Updates, maintains and monitors electronic correspondence in SharePoint.
- Assist in budget preparation and management, including the preparation of expenditure requests for the purchase of office supplies, equipment, staff travel, and other purchases and services.
Required Minimum Qualifications
Your application for employment must reflect how you meet each of the following minimum qualifications:
- Graduation from a community or business college. Each year of related experience over the required minimum may be substituted for one year (30 semester hours) of required college credit.
- Four (4) years of experience in progressively responsible administrative support work in an executive setting with direct experience in:
- Drafting correspondence and other materials, scheduling and maintaining meeting calendars;
- Interacting with business professionals and the general public;
- Using discretion on confidential or sensitive matters.
- High level expertise with Microsoft Office suite software, including Outlook, Word, Excel, PowerPoint and SharePoint.
Preferred Qualifications
Your application for employment should reflect how you meet the following preferred qualifications:
4. Course work in business administration, management or administrative assistant skills.
5. Experience interacting with high-level officials, and knowledge of Texas state government.
PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.
Other Information
ERS operates in a hybrid work environment, with flexible work schedules available to all employees. This position may require access to privileged, confidential or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires. For more information about this policy inquires can be made to employment@ers.texas.gov.
Military Occupational Specialty (MOS) Codes
Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Human Resources at employment@ers.texas.gov with questions or for additional information.
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