GLO - Executive Assistant III (Scheduling Assistant)

The Texas General Land Office is seeking an Executive Assistant III (Assistant Scheduler) within the Office of the Chief Clerk Department of the agency.

The Scheduling Assistant will serve the vital role of assisting with scheduling for the Commissioner and will aid in the organization of the executive office. Performs highly complex (senior-level) professional assistance work for an executive or multiple executives. Works under limited supervision of the Executive Scheduler, with considerable latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and/or when assisting others in performing work of greater complexity. Employees at this level may advise and assist an executive on high-level administrative matters and operations. The position will not be subject to the remote work policy. Work schedules are not always regular, and comp time will be authorized as necessary by the Executive Scheduler.

Our Mission:
The Texas General Land Office primarily serves the schoolchildren, veterans, and the environment of Texas. The agency does so by preserving our history, maximizing state revenue through innovative administration, and through the prudent stewardship of state lands and natural resources.

What Your Contributions to the GLO Will be:

• Collaborates with the Executive Scheduler to provide timely, accurate, and updated day-to-day scheduling for the Commissioner, including obtaining details for scheduling meetings, appointments, speaking engagements, and interviews. Coordinates and facilitates meetings with affected agency staff and other individuals and entities. With direction and approval from the Executive Scheduler, maintains the Commissioner's travel calendar, confirming and ensuring all details are correct and up to date, including event timing, staffing information, logistics, and day of the event presentation materials. Provides Executive Scheduler with preliminary copy of scheduling materials in advance to review for questions and comments. Provides administrative support in the interpretation of policies and procedures.

• Prepares detailed itineraries for the Commissioner, including contact information and names, meeting location and travel times, and other logistical information for review by the Executive Scheduler. Confirms all meetings and events to ensure the schedule is updated, accurate, and finalized.

• Coordinates details for the scheduling of all internal departmental meetings and briefings with the Commissioner.
• Maintains meeting and speaking request forms as well as invitations that have been accepted, declined, or pending. Maintain the Schedule Request Tracking spreadsheet.
• Provide backup to greet visitors to the executive suite. Answers, screens, and routes phone calls to the correct person or takes messages. Sets up conference calls for executives as necessary and assists with team meeting communications. Sets up conference rooms or meeting spaces as necessary and cleans and straightens up conference rooms after meetings.

Minimum Qualifications:

•      Graduation from an accredited four-year college or university in field relevant to the assignment. Experience and Education may substitute for one another.
• Experience in travel and scheduling at an executive level. 
• Advanced experience in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook and Google Suite. 
• A skills test for MS Excel and MS Outlook will be administered if interviewed.

 Preferred Qualifications:  

•      Two (2) or more years' experience in travel and scheduling at an executive level.

Physical Requirements:

This position requires the employee to primarily perform sedentary office work; however, mobility (moving around the worksite) is routinely required to carry out some duties. This position requires extensive computer, telephone and client/ customer contact and communication. It requires the ability to move and position oneself as needed for filing and similar routine office duties. The job also requires normal cognitive abilities requiring the ability to learn, recall, and apply certain practices and policies. It requires the stamina to maintain attention to detail despite interruptions. Ability to read printed materials and computer screens. The individual must be able to move and transport records, documents, boxes, and all related information and materials, weighing up to 20 pounds when required.

Compensation and Benefits:

·         Free Parking

·         Defined Retirement Benefit Plan Optional 401(k) and 457 accounts

·         Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. The State pays 50% of the eligible part-time employees’ premium and 25% for eligible dependents.

·         Optional Benefits such as dental, vision, and life insurance.

·         Minimum of 96+ Hours of Annual Leave a year **Annual leave increases with length of service.

·         Professional Development Opportunities: The GLO offers numerous courses to help our employees grow using resources through LinkedIn Learning and our EAP provider.

 Veterans:
Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor's Office by pasting this link into your  browser: Administrative Support  

How to Apply:

·         To be considered, please complete a State of Texas Application for Employment and apply online at www.workintexas.com or in the CAPPS Career Section.

·         You may apply for the job directly through the CAPPS Career Section. It is not necessary to apply both through Work in Texas and the CAPPS Career Section.

·         In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. 

·         A position utilizing this classification will be designated as security-sensitive according to the Texas Labor Code, Section 301.042.  

·         Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa.

·         Applications must be fully completed with a detailed job history, including job title, employment dates, employer name, supervisor's name and phone number, and a summary of responsibilities. Incomplete applications may lead to disqualification. Please be aware that resumes will not be accepted in place of a completed application.