GLO - Scheduling Assistant (Executive Assistant II)

The Texas General Land Office is seeking an Executive Assistant (Assistant Scheduler) within the Executive Administration Department of the agency. 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. Performs highly complex (senior-level) professional assistance work for an executive. Employees at this level may fully perform a variety of routine daily tasks but will rely on direction from manager to solve problems that are not standard. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. 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. What Your Contributions to the GLO Will be: · Takes direction from the Executive Scheduler to provide timely, accurate, and up to date scheduling support for the Commissioner, including coordinating details for meetings, appointments, speaking engagements, and interviews. Assists in organizing meetings with agency staff and external stakeholders as directed. Manages the Commissioner’s travel calendar, ensuring all logistics, timing, staffing details, and presentation materials are accurate and current. Prepares and submits preliminary scheduling materials in advance for review and feedback. · At the Executive Scheduler%27s direction, prepares detailed itineraries for the Commissioner, including contact information and names, meeting location and travel times, and other logistical information for review. As requested, confirms all meetings and events to ensure schedule is updated, accurate, and finalized. · Coordinates details for the scheduling of 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. Maintains the Schedule Request Tracking spreadsheet. · Provides 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. Sets up conference rooms or meeting spaces as necessary and cleans and straightens up conference rooms after meetings. The Texas General Land Office is seeking an Executive Assistant (Assistant Scheduler) within the Executive Administration Department of the agency. 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. Performs highly complex (senior-level) professional assistance work for an executive. Employees at this level may fully perform a variety of routine daily tasks but will rely on direction from manager to solve problems that are not standard. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. 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. What Your Contributions to the GLO Will be: · Takes direction from the Executive Scheduler to provide timely, accurate, and up to date scheduling support for the Commissioner, including coordinating details for meetings, appointments, speaking engagements, and interviews. Assists in organizing meetings with agency staff and external stakeholders as directed. Manages the Commissioner’s travel calendar, ensuring all logistics, timing, staffing details, and presentation materials are accurate and current. Prepares and submits preliminary scheduling materials in advance for review and feedback. · At the Executive Scheduler%27s direction, prepares detailed itineraries for the Commissioner, including contact information and names, meeting location and travel times, and other logistical information for review. As requested, confirms all meetings and events to ensure schedule is updated, accurate, and finalized. · Coordinates details for the scheduling of 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. Maintains the Schedule Request Tracking spreadsheet. · Provides 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. 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 a field relevant to the assignment. Experience and education may substitute for one another. One (1) to two (2) years’ experience in travel and scheduling at an executive level. Experience in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook and Google Suite. Location Requirements: This position is based in Austin, TX. Candidates must be currently located in the Austin area or willing to relocate at their own expense. Relocation assistance is not provided. Preferred Qualifications: Advanced experience managing complex, fast-paced, and frequently changing calendars at an executive level. Knowledge, Skills and Abilities: · Proficiency in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook, and Google Suite. · Skills in time management and prioritization. · Skill in the use of standard office equipment and software. · Ability to handle mid-level administrative issues; to analyze and solve work-related problems and to communicate effectively. 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. 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: Military Crosswalk for Occupational Category - 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. · 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. · 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. Minimum Qualifications: Graduation from an accredited four-year college or university in a field relevant to the assignment. Experience and education may substitute for one another. One (1) to two (2) years’ experience in travel and scheduling at an executive level. Experience in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook and Google Suite. Location Requirements: This position is based in Austin, TX. Candidates must be currently located in the Austin area or willing to relocate at their own expense. Relocation assistance is not provided. Preferred Qualifications: Advanced experience managing complex, fast-paced, and frequently changing calendars at an executive level. Knowledge, Skills and Abilities: · Proficiency in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook, and Google Suite. · Skills in time management and prioritization. · Skill in the use of standard office equipment and software. · Ability to handle mid-level administrative issues; to analyze and solve work-related problems and to communicate effectively. 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. 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: Military Crosswalk for Occupational Category - 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. · 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. · 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.

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