Executive Assistant, Authorizing and Policy

Title: Executive Assistant, Authorizing and Policy (Executive Assistant II)

Location: Austin  TX United States

Salary (Pay Basis): 4,020.33 - 5,178.00 (Monthly)

Job Description:

 

Position Overview: The Department of Authorizing and Policy (DAP) supports over 200 local education agencies (LEAs) in providing high-quality public school options for Texas students. The Executive Assistant plays a vital role in ensuring seamless coordination across department teams and senior-level external stakeholders. This position provides administrative support to the Deputy Associate Commissioner and the Department's Leadership Team. As the department's primary point of contact, the Executive Assistant engages with external stakeholders using a customer-service-focused approach, ensuring clear communication and effective collaboration.

Key responsibilities include managing calendars, coordinating event logistics, handling travel and IT requests, facilitating internal and external communications, overseeing budget processes, and supporting human resources functions. The Executive Assistant proactively develops and implements systems to enhance the department's administrative efficiency. Additionally, they help foster a strong team culture by organizing team-wide events, supporting culture-building initiatives, and ensuring the smooth onboarding of new team members.

The Executive Assistant may work a hybrid schedule with at least one in-person day each week.

Essential Functions

Job duties are not limited to the essential functions mentioned below. You may perform other functions as assigned.

1. Management of Internal and External Communication, Scheduling, and Planning: The Executive Assistant is responsible for managing and coordinating the calendars of the Deputy Associate Commissioner and the Leadership Team as needed. This role includes handling multiple phone lines, directing calls, assisting stakeholders, and welcoming visitors. Additionally, the Executive Assistant oversees verbal and written communication with internal and external stakeholders, ensuring all correspondence is timely, professional, and error-free.

2. Manages Division Budget and Supply Needs: The Executive Assistant in collaboration with the Deputy Association Commissioner manages the division's budget and supply needs by conducting bi-monthly reconciliations, assisting with the mid-year budget review, and supporting the preparation of annual budget submissions. This role also involves overseeing the procurement of office materials and supplies to ensure operational efficiency and that departmental needs are consistently met.

3. Travel Logistics and Event Support: The Executive Assistant supports the organization and facilitation of travel logistics and program events by managing event logistics, coordinating travel arrangements and reimbursements for Department leadership, overseeing materials preparation, and providing planning support to program teams. This role ensures that all aspects of event execution and travel run smoothly, efficiently, and accurately.

4. Team Culture Support: To promote a positive and collaborative team culture, the Executive Assistant organizes department-wide events and communications. This includes but is not limited to assisting with new team member onboarding to ensure a smooth transition into the organization and coordinating development opportunities.

5. IT and HR Requests: The Executive Assistant ensures the timely submission of all HR and IT requests to secure necessary funding and support for conferences and programs, contributing to the efficiency and effectiveness of departmental operations.

Minimum Qualifications

• Education: Graduation from an accredited four-year college or university.
• Experience: At least three (3) years of experience in operational or administrative functions.

Other Qualifications

• Share the belief that all Texas students can achieve at high levels and are able to succeed in college, career, or the military
• Excellent professional written and verbal communication skills with experience in creating and proofreading professional documents (preferred).
• Experience managing budgets (preferred).
• Proficiency in standard office equipment and applications, including Microsoft Office Suite, Zoom, or other virtual meeting platforms.
• Experience creating, updating, and maintaining Excel spreadsheets and proficiency working with Word and Adobe documents.
• Proven ability to provide high-quality administrative and technical assistance while working effectively under pressure.
• Strong prioritization, time management, and organizational skills, with the ability to manage multiple projects simultaneously and meet deadlines.
• Meticulous attention to detail.
• Ability to analyze and solve work-related problems effectively.
• Customer-service mindset with the ability to work both independently and collaboratively to achieve department and agency goals.