Operations Executive Jobs in Austin, TX (NOW HIRING)

Job Summary Travis County provides a full array of benefits. We offer comprehensive health insurance, an on-site Health and Wellness clinic, longevity pay, paid vacations, sick time and personal holidays, parental leave, retirement plan; not to mention a friendly, stable work-life balance environment. This position is eligible for teleworking, with in-office when needed.

Travis County is seeking an Executive Assistant to provide high-level administrative and operational support to the Project Planning Manager within the Technology and Operations Executive Office. Working under the direction of the Project Planning Manager, the Executive Assistant supports the coordination of administrative operations, executive communications, project activities, and organizational initiatives for the County Executive for Technology and Operations and senior leadership. The Project Planning Manager assigns priorities and delegates work to the Executive Assistant to ensure efficient office operations and timely completion of projects.

The Executive Assistant assists with calendar management, meeting coordination, document preparation, records management, correspondence, and special projects while serving as a liaison between the Executive Office, County departments, elected officials, external agencies, and the public. This position helps facilitate communication, coordinate activities across departments, and supports the successful execution of executive initiatives. Duties and Responsibilities Provides executive administrative support as directed by the Project Planning Manager, including managing calendars, scheduling meetings, coordinating travel and events, preparing correspondence, and organizing executive materials for the County Executive and Technology and Operations leadership.

Coordinates administrative activities and special projects assigned by the Project Planning Manager. Tracks project milestones, deadlines, action items, and deliverables to ensure timely completion of assignments. Reviews incoming correspondence, meeting materials, and agenda items; drafts responses, prepares briefing materials, and routes information to the appropriate department or leadership staff for action.

Assists with preparation for Commissioners Court meetings, executive leadership meetings, budget discussions, strategic planning sessions, and other official meetings by assembling supporting documentation, preparing agendas, recording action items, and coordinating follow-up activities. Serves as a liaison between the Executive Office, County departments, elected officials, attorneys, boards and commissions, governmental agencies, vendors, and the public by facilitating communication and coordinating administrative activities. Responds to routine inquiries from internal and external stakeholders or directs requests to the appropriate department or staff member.

Maintains professionalism and confidentiality while handling sensitive information. Supports office operations by maintaining records, processing administrative documents, coordinating purchasing and budget-related paperwork, assisting with contracts and invoices, and ensuring compliance with County administrative procedures. Assists the Project Planning Manager with coordinating office workflow, monitoring assignments, maintaining project tracking systems, and supporting implementation of departmental initiatives and process improvements.

Coordinates meetings, workshops, conferences, and special events, including logistics, meeting materials, attendance tracking, and post-meeting follow-up. Conducts research, compiles data, prepares reports, and develops presentations to support executive decision-making, project planning, and organizational initiatives. Maintains official records, files, and documentation in accordance with County records management policies and administrative procedures.

Performs other work-related duties as assigned. Minimum Requirements Education and Experience: Bachelor's degree in Government, Public Administration, Business Administration or a directly related field AND three (3) years of responsible administrative experience in a service-oriented organization; OR, Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job. Knowledge, Skills, and Abilities: Knowledge of: County governmental policies and procedures.

Standard office administration practices and procedures. Specialized subject matter. Personnel rules and procedures.

Policies, practices, procedures and terminology of assigned function. Accounting, purchasing and budgeting procedures and techniques. Constituent interests and issues.

Computer equipment to include word processing, spreadsheets, databases and a variety of software packages. Business letter writing, grammar and punctuation, and report preparation. May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Executive office operations, office administration principles, and records management. Project coordination principles, workflow management, and administrative processes. Computer applications including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), databases, document management systems, and other business software.

Skill in: Coordinating multiple assignments, projects, and priorities in a fast-paced executive office. Organizing executive calendars, meetings, travel, and special events. Conducting research and compiling information to support administrative and operational decision-making.

Maintaining important files and records. Compiling data and writing clear and comprehensive reports and letters. Problem-solving, prioritization, organization, and time management.

Communicating effectively, both verbally and in writing. Using office technology and software applications to improve efficiency and productivity. Ability to: Provide high-level administrative support while managing multiple priorities and changing deadlines.

Work independently and collaboratively under the direction of the Project Planning Manager. Coordinate administrative activities across multiple departments and organizational levels. Receive, research, organize, prioritize, and communicate information accurately and effectively.

Exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information. Prepare correspondence, reports, presentations, meeting materials, and other administrative documents with minimal supervision. Coordinate meetings, events, and executive schedules while anticipating logistical needs.

Monitor project timelines, maintain tracking systems, and follow through on assignments to completion. Assist with budget-related administrative activities, purchasing documentation, records management, and office operations. Develop and maintain effective working relationships with County officials, employees, external agencies, vendors, and the public.

Adapt to changing priorities and support special projects and organizational initiatives as assigned. Identify opportunities to improve administrative processes, workflow, and organizational efficiency. Work Environment & Other Information Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment.

Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions. Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday. Location: 700 Lavaca Street Austin, Texas 78701 This position is eligible for teleworking, with in-office when needed. Department: Technology and Operations Criminal Background Check and Employment Verification required.

CJIS Fingerprints required. For updates or questions on this position, contact: ashley.pena@traviscountytx.gov This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities

The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.