Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas Division of Emergency Management

Department

Media and Communications Division

Proposed Minimum Salary

$4,888.00 monthly

Job Location

Austin, Texas

Job Type

Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel and change in duties as needed.

The Executive Assistant I, under general supervision, provides complex administrative support to high level administrators in an executive or senior leadership role, and provides consultative services, technical assistance, and office assistance work. Work involves coordinating high-level administrative operations for the assigned division.  This position has moderate latitude for the use of initiative and independent judgment with respect to matters of significance. This position assists in researching and planning appropriate sites for agency official press and speaking events. Assists with special event planning and supports agency staff with public events needs. Maintains strict confidentiality and demonstrates ethical judgment in conducting business on behalf of TDEM. This position frequently works on-call and must be available, including on short notice and in crises. Maintains sustained awareness of TDEM leadership’s calendar, contacts, and events as necessary to effectively fulfill scheduling activities.

*Salary is a fixed rate and is non-negotiable.

*This position is located on-site and not subject to telecommuting.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Provides administrative and technical assistance to the Division Chief, Media and Communications.

• Provides technical guidance and advice on administrative matters to agency executives, management, or staff.

• Coordinates and monitors action items and assignments made by management. Coordinates travel, calendars, meetings, speaking engagements and other activities with other governmental agencies, executives, and organizations on behalf of executive staff and senior leadership.

• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements/itineraries and may approve and/or process travel reimbursements. Prepares notices or agendas for meetings.

• Provides support to the division by planning, scheduling, taking minutes, and other responsibilities as deemed necessary.  Assures confidentiality of highly sensitive and confidential matters.   

• Responsible for routine and non-routine purchases through AggieBuy and on One Card.

• Assists Media and Communications leadership, and other senior-level/executive-level staff in researching and planning site selection for special events, meetings, and other internal and external activities.

• Confers with staff at designated event and/or meeting sites in order to understand, coordinate and expedite all related details; determines special requirements, including for TDEM Leadership and staff.

• Provides executive assistant level support to Media and Communications leadership.

• Assists with tracking agency outreach events before, during, and after they occur.

• Assists with providing outreach materials to appropriate agency staff for events.

• Plans and coordinates facilities, catering, signage, displays, translations, audio-visual equipment, printing and security as required for seamless events.

• Communicates, documents, and relays information clearly to others and consistently follows complex instructions.

• Coordinates the general office duties, such as ordering supplies, basic bookkeeping work and assisting with general human resources work.

• Works with appropriate HR programs and systems for assisting with hiring process.

• Effectively coordinates the availability of equipment, transportation, displays, and other business needs.

• Answers phone calls, routes incoming calls accordingly, takes messages, greets visitors, and directs visitors to appropriate staff.

• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations. 

• Reviews administrative practices/programs and assists in formulating procedures and processes.

• Prepares reports and executive briefings.

• May train other staff based on qualifications.

• May serve as back-up for other TDEM Executive Assistants as needed.

• Performs related work or other duties as assigned.

• Face-to-face and person-to-person interactions are required.

• Maintains a regular course of attendance during authorized work schedule and work extended hours when needed.

• Ability to travel frequently, up to 10%, under normal conditions for long distances/lengths of time.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned. 

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree or equivalent combination of education and experience.

Experience – Three (3) years of related experience.

Preferred Qualifications

• Experience in logistics, marketing, communications and/or advertising

*Additional work experience or the type described above may be substituted for the education requirement on a year-for-year basis. Thirty (30) semester hours is equivalent to one (1) year of experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience. 

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of, or the ability to rapidly assimilate information related to TAMUS, state, and federal regulations, legislation, guidelines, policies and procedures.

• Skill in office-related tasks, such as planning meetings, travel, timekeeping, hiring, writing, communicating and customer service.

• Knowledge of Media and Communications.

• Must exercise excellent interpersonal skills – position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.

• Ability to perform effectively under relatively constant high volume, firm schedule situations.

• Ability to work autonomously when needed.

• Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment.

• Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.

• Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, solve problems and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

• Must possess high levels of proficiency with utilized software and systems and be able to learn new or necessary software/systems.

• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to perform administrative business processes in TAMUS systems, such as Workday, AggieBuy and Emburse Expense (Chrome River).

• Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.

• Ability to work effectively with agency personnel and the public.

• Skill in communicating orally and in writing.

• Ability to exercise initiative, creativity, and broad communication skills.

• Ability to exercise discretion and confidentiality.

• Ability to operate outside of normal working hours on a twelve (12) hour shift during an activation of the Emergency Operations Center/Disaster District Emergency Operations Center, as well as nights, weekends, and holidays as needed. Must be able to travel by vehicle or other modes of transportation intra or interstate for a low frequency (10 percent).

• Ability to anticipate issues, identify issues and problem solve.

• Ability to assess situations and determine when to elevate or escalate potential issues to senior leadership for further review and action.

REGISTRATION, CERTIFICATION OR LICENSURE:

Valid Texas driver’s license or ability to obtain one upon hire.

Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 and Professional Development Series or Emergency Management Professionals Program Basic Academy FEMA courses within twelve (12) months of employment and any other training as determined. 

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions.

*Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.