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Texas Department of Transportation · 2 weeks ago

Executive Administrative Assistant I or II

Austin, TX

Full-time

Hybrid

Mid, Senior Level

5+ years exp

The Texas Department of Transportation (TxDOT) is seeking an Executive Administrative Assistant to support members of the Texas Transportation Commission and the Executive Management Team. The role involves managing executive schedules, assisting with travel arrangements, and serving as a liaison between various stakeholders.

Government Administration

Responsibilities

Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant Anticipates and prepares information for meetings; makes travel arrangements; completes travel expense accounts/ vouchers

Greets and assists visitors

Ensures requests for action or information are relayed to the appropriate staff member; interprets requests and helps resolve problems or implement action

Maintains executive's appointment calendar, schedules /coordinates meetings and appointments; schedules/sets appointments for performance evaluations; arranges for directors to represent the Department at annual conferences

Receives, sorts, opens, evaluates content, and distributes mail

Reviews materials prepared for the executive's signature for accuracy, format, and grammar

Routes items and assigns due dates for their response; maintains suspense log, tracks progress of activities, and coordinates work to meet due dates

Serves as liaison between the executive's office, other departmental personnel, and the public

Performs other job responsibilities as assigned

Oversees the scheduling of phone coverage by administrative staff during holidays

Assists and advises districts and divisions on matters relating to the assigned functions of the Executive

Checks on the status of district/division/office projects and writes brief summary reports

Drafts correspondence requiring some understanding of technical matters

Instructs employees on personnel and clerical policies and procedures

Qualification

Administrative supportProject monitoringCorrespondence preparationPublic relationsRecord keepingOffice support proceduresBasic computer skillsBusiness telephone etiquetteTime management

Required

High School Grad or Equivalent in general education

5 years of experience in administrative support or administrative management for Executive Admin Assistant I

6 years of experience in administrative support or administrative management for Executive Admin Assistant II

Valid driver's license

Working within established timelines and meeting deadlines

Public relations for maintaining effective working relationships with individuals and groups, both internal and external

Monitoring the status and progress of projects

Administrative support practices and procedures to include writing, editing, and report writing techniques, recording meeting notes, record keeping and records management

Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency

Prioritizing and organizing work assignments

Office support procedures, including proper business telephone etiquette, internal communication strategies, and using basic office equipment

Recording notes at meetings

Using computers, applicable programs, applications, and systems

Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools

Sitting - prolonged periods of time

Standing-prolonged periods of time

Repetitive Motion- substantial movements of the wrists, hands, and/or fingers

Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading